Part time Committee Officer

Part time Committee Officer

Salary range: £14.84 - £15.58 per hour (£15,472 - £16,249 based on 20 hours)

Hours: 20 hours per week (ideally Mon-Fri 4 hours per day but some flexibility possible and attendance at evening meetings).

Job summary:

We are looking for a team member with strong written communication skills and administrative experience to help create and publish meeting agendas and minutes. If you have great listening and note-taking skills along with keen attention to detail and the ability to multi-task, we’d love to hear from you.

Job responsibilities:

• Create electronic meeting invitations for all scheduled committee meetings as well as working parties and external groups as appropriate.
• Ensure rooms are booked for all meetings.
• Liaise with lead officers to produce draft agendas for forthcoming meetings in a timely fashion, based on the Committee Work Plan and Objectives, as well as actions arising from previous meetings.
• Liaise with those producing reports for the agenda and proof read draft reports as well as checking for spelling, grammar and accessibility.
• Ensure all agenda packs (both electronic and paper) are created and distributed on time to all meeting attendees. Agendas are usually created and distributed on Fridays.
• Liaise with guest speakers, third parties and members of the public attending Committee meetings.
• Attend committee and other meetings as required and agreed with colleagues. Meetings may be during the working day or in the evening. It is expected that evening meetings will be attended, usually on a Monday evening, for which overtime is payable.
• Ensure the names of all meeting attendees are noted for the official record.
• Facilitate remote attendance of meeting participants via MS Teams and ensure all camera/sound equipment is in working order.
• Ensure, as far as possible, that relevant documents are available during meetings for reference purposes (e.g. Standing Orders, Financial Regulations).
• Take accurate notes during meetings to facilitate creation of the formal meeting minutes, taking particular note of all decisions made and actions to be taken.
• Produce high quality, accurate draft minutes of committee meetings in the corporate style within a maximum of three working days following a meeting (unless otherwise agreed).
• Produce draft correspondence, as required, following meetings and deal with routine enquiries. Submit responses to consultations, as resolved by Committee, where appropriate.
• Work with colleagues to produce an annual schedule of Committee meetings for approval and publication.
• Provide an administrative function to the external groups, as required i.e. preparation of agendas, attending meetings, producing minutes and distributing information to members.
• If requested, to attend and act as note taker at internal meetings such as for Human Resources processes, ensuring confidentiality is maintained.
• Maintain confidentiality at all times.
• Adhere to all internal time-scales.
• Understand the Council’s Health and Safety Policy and other policies including Data Protection and understand your responsibility and comply with the requirements.
• Undertake any other duties of a similar level and responsibility as may be required.

Person specification:

• Educated to A-level or equivalent, with GCSE Maths and English at Grades A-C or equivalent.
• Work experience in a role in which strong administration skills, accuracy, attention to detail and multi-tasking were requirements.
• High standard of ICT skills including competence in the use of Microsoft O365 applications such as Word, Excel, Outlook and Teams.
• Accurate minute taking.
• High standard of written communication and comprehension(e.g. minutes, reports, correspondence).