OR99330 – Minute Taker

Job Details

Minute Taker – Role Profile 

Grade: D
Reports to: Team Leader
Work Style: Office-based hot-desk/touch‑down worker

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Primary Purpose of the Role

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

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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.

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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.

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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.

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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.

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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.

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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.