The Administration Department is responsible for the following key performance areas:

• General Administration:
  • Managing records to comply with legislation, including the Electronic Records Management System (Collaborator) and archival record services.
  • Ensuring Council and administrative compliance with the Promotion of Access to Information Act (PAIA).
  • Managing office equipment.
  • Providing facility management services, including building maintenance and cleaning.
  • Providing secretarial and administrative support services to Council and its structures during meetings, including agendas, minutes, and the implementation of resolutions.
• Secretarial and Administrative Support Services:
  • Providing secretarial and administrative support services to the following Council and its structures during meetings:
    • Council
    • Executive Mayor and Committee
    • Section 79 committees
    • Section 80 Portfolio committees
    • Ad Hoc committees
    • Ward Committees
    • Junior Town Council
    • Public Participation meetings
  • Providing services to the following committees:
    • Section 79 Committees:
      • Municipal Public Accounts Committee
      • Appeal Committee dealing with Section 62 Appeals
      • Special Committee dealing with the Code of Conduct for Councillors
    • Section 80 Committees:
      • Financial Services
      • Corporate Services
      • Technical Services
      • Development Services
      • Operations
  • Ad-hoc Committees:
    • Management Meetings
    • Performance and Audit Committee
    • Planning Evaluation Committee
    • Insurance Claims Evaluation Committee
    • Risk Management Committee
    • ICT Steering Committee
    • Housing Steering Committee
    • Client Care Steering Committee
    • Local Labour Forum
    • Ward Councillor Forum
• Administrative Support Service:
  • Preparing agendas and minutes for all the above meetings
  • Ensuring the effective implementation of decisions taken at meetings
  • Electronically creating and approving agenda items on Collaborator
  • Generating the agenda for a specific meeting
  • Distributing the decisions taken at a meeting electronically on the agenda item to the relevant officials for finalization
• Records Division:
  • Managing the Municipality’s official records by means of archiving, disposing of certain of those records, and serving as a centre for the receipt, distribution, and dispatch of correspondence to and from the public as well as Councillors.
• Administrative Services Section:
  • Receiving official correspondence from the public
  • Capturing and distributing correspondence on Collaborator to the various departments for their attention and finalization
  • Playing a prominent communicative role between the Municipality and the public at large regarding applications, complaints, and other issues raised by the public by way of correspondence.

The Administration Department is responsible for supporting the Municipality’s operations and ensuring compliance with legislation. Key areas of responsibility include:

• Record management: Managing and archiving the Municipality’s official records, including electronic records.
• PAIA compliance: Ensuring that the Municipality complies with the Promotion of Access to Information Act.
• Office management: Managing office equipment and facilities, including building maintenance and cleaning.
• Secretarial and administrative support: Providing secretarial and administrative support to the Municipality’s Council and committees, including preparing agendas and minutes, and implementing resolutions.
• Correspondence: Receiving, distributing, and dispatching correspondence to and from the public and Councillors.

The Administration Department plays a vital role in ensuring that the Municipality runs smoothly and efficiently. By providing essential support services, the Department helps the Municipality to achieve its goals and deliver services to the public.