Minute Secretary

Job Title: Minute Secretary

**Purpose of Job**

The objective of this role is to provide support to the senior management team at NCL. This is a specialised role requiring a high level of accuracy in the taking and recording of formal meeting minutes and assisting in the preparation of agendas and other relevant committee documents in accordance with the Committee Handbook. The successful applicant will be attentive and responsive at all assigned meetings and be able to actively record key points and actions. This requires attention to detail, active listening, and the ability to follow and summarise debate. This role also undertakes the timely finalisation of minutes and preparation for their review and final approval. Preparation in advance of some meetings is required in order to enable the smooth performance of this job role at meetings.

**Main Duties and Responsibilities**

1. Accurately record the decisions, commitments, and major discussion points made at various College meetings.

2. Preparing draft minutes from each meeting for review, approval, and circulation.

3. Follow up action points with allocated owners to facilitate their timely resolution.

4. Draft minutes should include all accurate resolutions from the Meetings and ensure the formatting and standard text is in accordance with the College requirements.

5. Provide effective secretarial support to Heads of Department/Senior Management Teams as required.

6. To take ownership of the Committee Handbook ensuring it is reviewed and updated annually; liaise with all nominated committee secretaries to ensure compliance with the Handbook providing training if necessary.

**Other duties may include**:
7. Provide administrative support as required by the line manager

8. Work to build and develop the ethos of teamwork and support within and across departments.

9. Undertake any other reasonable duties as required commensurate with the position.

10. Adhere to and comply with the provisions of the Health and Safety at Work Act and in accordance with the College’s policy on Health and Safety.

11. Undertake all duties and responsibilities in compliance with the rules and regulations encompassing equal opportunities.

12. Adhere to, comply and work in accordance with all College policies, procedures, and codes of conduct.

**Selection Criteria**:

- **Essential Requirements**:_
- Proven experience of taking detailed minutes at senior committee-level meetings
- A demonstrable understanding of committee governance and support
- Ability to summarise discussions effectively and identify actions
- Bachelor’s Degree (min 2:1) or equivalent
- Excellent written English
- Demonstrable experience in the use of Microsoft Office suite especially Advanced Word and Outlook
- Ability to touch-type
- Excellent attention to detail
- Strong organisational skills including the ability to prioritise and to work to deadlines
- Ability to deal promptly with correspondence and be able to maintain accurate records
- Excellent administration and presentation skills
- A high level of interpersonal and communication skills
- Ability to work independently
- Ability to work effectively as part of a team and collaborate with other staff at all levels
- Proven ability to maintain confidentiality
- Awareness of and commitment to the principles of Work Health and Safety (WHS) and a commitment to attend relevant training(s)
- Awareness of and commitment to the principles of Equal Employment Opportunity (EEO)
- **Desirable Requirements**:_
- Ability to work out of hours
- Experience working in the higher education sector
- The ability to proofread a range of documents to a professional standard

**Job Types**: Part-time, Fixed term contract, Temp to perm
Part-time hours: 15-22.5 per week

**Salary**: £23,000.00-£28,000.00 per year

**Benefits**:

- Flexitime

Schedule:

- Flexitime

Ability to commute/relocate:

- Ilford: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (preferred)

Work Location: In person