The Role of the Secretariat in Enhancing Decision-Making and Accountability in a University of Technology

Abstract

Decision-making and accountability are important aspects of governance in South African higher education institutions. While University Secretariats are not active decision makers, they facilitate decision-making processes as part of governance processes. This study investigates the role played by the Secretariat and the extent to which this role supports accountable decision-making by addressing the research question: "How does the University Secretariat support decision-making and accountability at a University of Technology in South Africa?" This qualitative study employed a case study approach for a specific University of Technology, with purposive random sampling to select participants and data were collected using semi- structured interviews. The population consisted of 60 employees, from which 18 participants were selected across different staff categories. Thematic analysis was used to analyse the qualitative data collected. The findings highlight three primary roles of the university Secretariat. Firstly, the Secretariat ensures secure documentation and maintains institutional memory to support informed decision-making. Secondly, it plays a crucial role in supporting the alignment with institutional policies, facilitating transparency, and promoting open communication across departments. Thirdly, it supports decision-making processes by organising meetings, recording discussions, and tracking outcomes, thereby promoting accountability and institutional integrity. Collectively, these roles can support greater operational efficiency, governance, and trust within the university. To address the gaps found in the role of the Secretariat, the study recommends the enhancement of ICT integration in the university administration systems and the enhanced provision of continuous professional development programmes to equip the Secretariat. The study's findings have significant implications for university governance, particularly through providing mechanisms for supporting the improvement of institutional efficiency, accountability and transparency. Addressing the discrepancies between the expected and actual roles of the University Secretariat can lead to a more structured governance framework, extending the Secretariat functions beyond administrative tasks to support strategic decision-making.