Note/minute Taker

7 months ago

Walsall, United Kingdom OWOA Full time

Note Minute Taker

**Main Purpose of the Job Role**:
The primary purpose of the role is to provide an effective administration and business support service across all Directorates. This includes initiating, undertaking, and completing tasks efficiently, supporting statutory business, ensuring compliance with legislation and policies, and contributing to seamless operations with robust system-based audit trails.

**Role Specific Duties and Accountabilities**:
**Business Support Functions**:Provide proactive administrative services, including records management, finance systems management, meeting arrangements, diary management, and utilizing IT skills efficiently.
Act as the central point of contact for customers and operational colleagues in job allocation and completion.
Handle incoming/outgoing post and manage generic inboxes effectively.

**Meeting Coordination**:Independently arrange meetings and training courses, coordinating arrangements, preparing and distributing required paperwork, and ensuring statutory compliance.
Organize and attend meetings, take action points, and formalize notes for distribution.
Transcribe meeting recordings into accurate meeting minutes.

**Support Services**:Provide interview support, greet interviewees, assist in producing assessment documentation, and support the onboarding process.
Assist in checks (e.g., DBS) for Foster Carers and ensure compliance.
Arrange conference bookings and travel accommodations for colleagues as needed.

**Team Working**:Collaborate within the team and across the Council to achieve shared goals and standards.
Support the maintenance of a safe working environment and report incidents promptly.

**Financial Management**:Monitor financial transactions, ensure compliance with audit procedures and financial regulations, and report any irregularities.
Manage financial administration including banking, operating systems, petty cash, and allocated purchase cards.

**Quality Improvement**:Continuously improve administration systems, identify areas for enhancement, and implement new working methods positively.

**Recording and Information Processing**:Accurately process and maintain data using various programs and databases.
Collate and analyze statistics and present data effectively.

**Office Systems**:Input, access, and report on information stored in the Council's ICT systems.
Maintain and implement office systems including filing, archiving, and attendance monitoring.

**General Systems and Personal Development**:Prioritize workload efficiently, maintain professional workspaces, and participate in training and development activities.

**Staffing Responsibilities**:

- Support Team Leaders in planning and implementing team activities and changes within the service.

**Personal Development**:

- Support the development of an Admin apprentice and take responsibility for self-development and continuous learning.

**Corporate Duties and Accountabilities**:

- Comply with Health, Wellbeing, and Safety policies.
- Promote diversity, equality, and inclusion in employment and service delivery.
- Align services with Council strategy, aims, and objectives, contributing to continuous improvement.

**Knowledge/Experience**:

- Organizational skills in a work environment:

- Experience in arranging, attending, and minute-taking at meetings:

- Experience in administration, customer service, and event organization:

- Familiarity with data protection protocols and IT software:
**Qualifications**:

- Educational Attainment to GCSE level A-C or equivalent.
- NVQ 3 in administration or equivalent.

**Job Type**: Fixed term contract

**Salary**: £14.91-£19.38 per hour

Expected hours: 37 per week

**Benefits**:

- Employee discount
- Life insurance
- Referral programme

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Walsall: 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

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