Minute Taker – Grade D

Job title

Minute Taker – Grade D

Job Category

Admin & Clerical

Location

Ballard House, West Hoe Road, West Hoe, Plymouth, Devon, PL1 3BJ, Plymouth City Council

Hours Per Week :37.00

Pay

£13.90 per hour

DBS Required

2 days in the office 3 days at home however would need flexibility around this

Primary Purpose of the Role

To undertake the minuting of strategy meetings, and to take notes for a variety of other meetings when required.

Key Accountabilities & Measures

Role Outcomes

• Producing accurate, non verbatim minutes of CYP statutory meetings within departmental timescales (100%).

Role Measures

• Minutes/notes produced to departmental timescales.
• Quality and accuracy confirmed by independent chairs/managers.

Key Activities

• Taking minutes of strategy meetings and other CYP statutory meetings, summarising information to produce high quality documents (60%).
• Supporting the independent chair in creating or updating the written child protection plan (10%).
• Helping the independent chair produce appropriate abridged versions for young people and family members (10%).
• Accurately recording meeting attendees and their contact details (5%).
• Supporting independent chairs to ensure secure handling of information (5%).
• Inputting minute related data into the IT system (5%).
• Proactively suggesting improvements to efficiency, customer experience, and best practice (5%).
• Carrying out other duties appropriate to the grade.

Essential Qualifications / Knowledge

• GCSEs A*–C (9–4) or equivalent in English and Maths.
• NVQ3 or equivalent qualification or experience in business support.
• Willingness to undertake learning and development.
• Knowledge of correct grammar, spelling, and punctuation.

Desirable Qualifications / Knowledge

• Basic knowledge of relevant legislation, policies, and procedures.
• Understanding of work within Children, Young People and Families service.
• Broad understanding of safeguarding issues.

Essential Experience

• Experience using Microsoft Office and web based software.
• Demonstrable administrative experience and understanding of office procedures.
• Experience providing effective customer service to internal and external customers.
• Experience working in a team.
• Experience of minute taking and note taking.

Desirable Experience

• Business support experience within statutory children’s services.

Essential Skills

• Ability to identify significant content during discussions and summarise it clearly.
• Excellent interpersonal and communication skills.
• Ability to maintain concentration during lengthy meetings.
• Ability to manage emotional impact of sensitive information and seek support where needed.
• Strong literacy skills (spelling, grammar, punctuation).
• Team working skills to deliver a cohesive service.
• Time management skills to prioritise work and meet deadlines.
• High accuracy and attention to detail.

Corporate Standards

• Personal responsibility for data protection, confidentiality, and information governance.
• Act in accordance with legislation, regulations, codes of practice, Council constitution, policies, and procedures.
• Work within Health and Safety policies and safe systems of work.
• Carry out all duties with regard to equalities policy and relevant legislation.