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Note Taker - Business Support

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Job Summary

Employment Term:
Full Time, Limited Term
Working Pattern:
Full time
Advert Start Date:
Advert End Date:
Closed for applications on 26/08/2019 23:59
£19,554 to £21,166
Hours per week:
37 hours
Job Category:
Vacancy ID:
Employment Location:
Council offices, Badminton Road, Yate, Bristol, BS37 5AF
Post Number:

Job details 

Closing date:
26 Aug

Please note

This job is closed for applications.

Further information

Note Taker - Business Support

Summary of Post

Under the supervision of the Business Support Supervisor and the Business Support Coordinator this is a supporting role working within the Business Support Team to provide administrative support to the Children, Adults and Health department supporting the professional teams within Badminton Road and/or Kingswood Civic Centre.

This post is full time, 37 hours per week and a limited term contract for 12 months.

Interviews will be held on Monday 9 September 2019.

An opportunity has arisen for a minute/note taker to provide confidential note taking, administrative and word processing/typing for the teams that we support in their undertaking of meetings, for example, Child Protection, safeguarding for adults and children and Looked After Children.

This will involve dealing with some highly sensitive information. As an example, you will also provide administrative support in the operation and maintenance of the records of children with a Child Protection Plan.

South Gloucestershire Council is committed to treating everyone fairly, to challenging inequalities and to promoting equality of opportunity for all. We welcome applications from everyone and value diversity in our workforce.

Main Duties

To participate in the taking of notes at confidential Child Protection meetings/conferences under the direction of the Business Support Supervisor or Business Support Coordinator.

To participate in the arrangements for Child Protection meetings/conferences including: scheduling; booking meeting rooms; typing and telephoning invitations to participants as directed by the Business Support Supervisor or Business Support Coordinator.

To take notes of and type Child Protection meeting/conference notes and reports in both draft and finalised form for scrutiny, and to despatch once approved. It will be a requirement to methodically record the despatch of case notes.

To participate in the arrangements for the statutory reviews of Looked After Children and the distribution of records of the review meetings.

To provide notetaking and production of notes for other meetings as directed by the Business Support Supervisor or Business Support Coordinator.

To carry out photocopying and disposal of confidential material as required by team Members and to carry out duties concerning the filing of documents and the retrieval of filed information as required by the Business Support Supervisor or Business Support Coordinator and other Senior Staff.

To provide, as required, support in the operation and maintenance of the List of Children subject to a Child Protection Plan, including the addition, retrieval, checking, and interpretation of data.

To carry out other clerical/typing/note-taking duties as required by the Business Support Supervisor or Business Support Coordinator.

The post holder will provide administrative support which will include word processing and minute taking at more high level meetings such as safeguarding meetings, collate and analyse information for reports and maintain accurate records, interpreting data and drafting content for use by others. They will use strong communication skills to liaise with customers and relay issues and queries promptly where necessary. They will research information within areas of service specialism and act as a main point of contact for customers and colleagues including stakeholders and partnership agencies.

A key function of the role will include collecting, inputting, maintaining and analysing information held on specialised databases. The ability to interpret and produce information from this data will be required. The role supports the financial aspect by using the council’s financial systems to input data, purchasing goods/services, recoding and processing petty cash claims.

This role is crucial in providing an excellent, flexible and diverse administrative service ensuring compliance with statutory requirements of the department in a constantly changing environment.

Attention to detail is required for inputting and retrieving information from the specialised databases maintained in the department, for example, searching for personal information relating to a child, young person or vulnerable adult.

Data produced and inputted provides safeguarding information for the Department for Children, Adults and Health and ensures statutory duties for South Gloucestershire Council are met.

The Business Support Officers/Note Takers will be able to prioritise tasks and exercise a degree of self-management of workload, in consultation with the Business Support Supervisor or Business Support Coordinator.

Selection Criteria

To enable us to shortlist in a fair and unbiased way it is absolutely vital that you provide us with sufficient information to demonstrate how you meet or exceed the criteria outlined in the vacancy description. Please include this information in the knowledge, skills and experience section of the application form.


You will hold a minimum qualification of 3 grade C’s at GCSE (or equivalent qualification) including English and Maths or you will hold equivalent relevant experience within a similar role in administration.

Ability to communicate effectively to service users, professionals and partnership agencies using a variety of media i.e. email, phone, face to face etc.

IT knowledge and its practical application, including experience of using Microsoft Office (Outlook, Word, Excel, PowerPoint) and maintaining computerised record systems.

Have experience in using databases, including running standard reports, analysing data and presenting findings.

Have experience of basic financial procedures i.e. petty cash, invoicing etc.

Hold a qualification in IT or word processing.


Have experience in working in an environment related to children’s and/or adults services.

Experience in ICS and CAPITA or similar professional databases.

Experience/knowledge of processes and procedures related to the Department for Children, Adults and Health.

Additional Information

For an informal discussion, please contact Alison Beresford, Leanne Walters or Lucy Humphries on 01454 866711 or 01454 863271.

Use of a vehicle

If the nature of the duties require you to travel on Council business on a regular basis, so you must either have a current driving licence and provide a car, or have access to appropriate means of travel.

If you use your vehicle on authorised Council business, you will receive a mileage payment based on the Inland Revenue Authorised Mileage Allowance Payment Scheme (AMAPS). The allowance is provided on the condition that your own insurance covers you for business use and indemnifies the Council against claim (including those concerning passengers) arising out of the use of the vehicle on official business. You will also be eligible for a car loan if you meet the criteria within the Council’s Car Loan Scheme.

Salary: £19,554 to £21,166

Hours: 37 hours

Closing Date: 26 August 2019

Vacancy Ref: SGC1481/931/SS

Our Values

Our staff need to have a ‘can-do’ attitude and adapt to the fast pace of change. They must work well with others to reach a common goal and be willing to embrace a partnership and inclusive approach to delivering efficient and effective services. They must use their initiative to deliver and take responsibility for their performance to help the team, department and council to achieve its goals and must make the best use of available knowledge, expertise and capacity in order to continuously improve the quality of services. Our managers are also required to demonstrate effective leadership qualities, shape and manage team plans and motivate their staff to achieve.

Safer Recruitment

South Gloucestershire is committed to safeguarding and promoting the safety and welfare of children, young people and vulnerable adults.

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