3-Month Contract: Minute Taker / Business Support Officer (Children, Young People & Families)
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Summary
This role is pivotal in providing high-quality administrative support by accurately and promptly minuting strategy meetings and various statutory meetings within the Children, Young People, and Families (CYP) services. The position involves summarizing complex discussions into clear, concise, non-verbatim minutes, ensuring all records adhere to departmental standards and deadlines while maintaining confidentiality and professionalism.
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Key Responsibilities
- Accurately take non-verbatim minutes at strategy meetings and other CYP statutory meetings.
- Produce clear, well-structured minutes within departmental timescales.
- Summarize key discussions, decisions, and actions into high-quality written records.
- Record meeting attendance accurately, including names and contact details.
- Input and maintain minute-related data within internal IT systems.
- Ensure all documentation meets required quality and accuracy standards, as verified by chairs/managers.
- Manage workload effectively to meet strict deadlines.
- Maintain focus and concentration during potentially lengthy and sensitive meetings.
- Handle confidential and sensitive information in line with data protection requirements.
- Proactively identify and suggest improvements to processes, efficiency, and service delivery.
- Support wider administrative tasks as required, appropriate to the grade.
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Experience & Skills Required
Essential Experience
- Proficiency in Microsoft Office and web-based systems.
- Proven administrative experience with a strong understanding of office procedures.
- Experience delivering effective customer service to internal and external stakeholders.
- Experience working collaboratively in a team environment.
- Experience in minute-taking and note-taking.
Desirable Experience
- Experience in a business support role within statutory childrenâ s services.
Essential Skills
- Strong ability to identify key points in discussions and summarize them clearly and accurately.
- Excellent communication and interpersonal skills.
- Ability to remain focused during long and detailed meetings.
- Emotional resilience when handling sensitive or safeguarding-related information.
- High level of literacy, including spelling, grammar, and punctuation.
- Strong organizational and time-management skills to meet deadlines.
- High attention to detail and accuracy.
- Ability to work both independently and as part of a wider team.
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Qualifications
Essential
- GCSEs Aâ C (9â 4) or equivalent in English and Maths.
- NVQ Level 3 (or equivalent) in Business Support or relevant experience.
- Willingness to undertake ongoing learning and development.
Desirable
- Basic knowledge of relevant legislation, policies, and procedures.
- Understanding of Children, Young People and Families services.
- Awareness of safeguarding principles.
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Corporate Responsibilities
- Maintain strict adherence to data protection, confidentiality, and information governance standards.
- Comply with all relevant legislation, policies, procedures, and codes of practice.
- Work in accordance with Health & Safety requirements and safe working practices.
- Promote equality, diversity, and inclusion in line with organizational policies.
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Performance Measures
- 100% compliance with departmental timescales for minute production.
- Quality and accuracy of minutes validated by independent chairs/managers.
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Additional Information
- A valid DBS (Disclosure and Barring Service) check is required for this role.
- We pay on a bi-weekly basis.
- Working hours per week: 37.
- Location: West Hoe, Plymouth, Devon, PL1 3BJ.
