Are you enthusiastic and motivated to influence and improve business processes and support busy Social Work Teams? Are you able to prioritise tasks, be innovative and multi-task on a daily basis? If so, we would like to hear from you.
An exciting opportunity has arisen for a highly motivated individual to join the Council’s Administration & Business Support unit. The successful applicant will work as a member of a Business Support Hub, ensuring efficient, effective, and professional administrative support is provided to the teams in Children and Family Services supporting the children and young people of Torfaen.
This role will be based primarily within our GA1 hub and will cover the following key areas –
Minute taking
A key part of this role will be taking and producing accurate minutes for Children and Family Services meetings. Most meetings are recorded, and you will use Copilot commands to help create minutes from meeting transcripts.
You will be expected to:
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ensure minutes accurately reflect the discussion and capture all key points;
- review and refine draft minutes to a high standard before authorisation;
- enter authorised minutes onto the relevant system form; and
- upload completed minutes to the social care database.
In-person meetings will take place at the Civic Centre, Pontypool. You will be expected to attend these meetings and type draft minutes while the meeting is taking place. This will require excellent listening skills, accurate typing, and the ability to capture key information clearly and efficiently.
Pre- and post-meeting tasks
You will be responsible for supporting meetings before and after they take place, ensuring all actions are completed within departmental standards and statutory timescales. This will include:
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distributing reports to all meeting attendees before the meeting;
- completing all required post-meeting tasks promptly; and
- ensuring statutory and departmental deadlines are met.
Distribution of minutes and statutory documents
Once approved, you will be responsible for distributing minutes and other statutory documents to the appropriate recipients. This requires a high level of accuracy and attention to detail, as the information being handled is highly confidential and must only be shared with the intended recipients.
Managing the central inbox
The central inbox is primarily managed by the Hub Leader. However, there will be occasions when you will be required to monitor the inbox and take appropriate action on incoming items.
This is an exceptionally busy hub, requiring accuracy, strong organisational skills and careful attention to detail. The role will involve using Microsoft Office packages for word processing, taking minutes, and completing data entry across a range of software systems. Full training will be provided. You will also be required to attend the Civic Centre on a rota basis and for in-person meetings when needed.
We are looking for team players who have the skills and experience to be able to work flexibly and prioritise and manage several tasks within a busy fast-paced office environment.
Qualifications / Experience:
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NVQ Level 3 in Administration, Business, IT (or 6 months equivalent experience).
- Good IT skills with the ability to use Microsoft Office.
- Good communication and interpersonal skills.
- Excellent Customer Care skills
- Ability to prioritise own workload.
If you are seeking an exciting challenge, possess excellent communication and interpersonal skills, enjoy taking on new tasks, can embrace flexible approaches and can utilise your initiative to prioritise and deliver workloads, please contact Sarah O’Brien, Senior Business Support Officer, on 01495 742657 or email
[email protected] for an informal chat. In return we can offer an exciting opportunity for you to develop your skills in all aspects of business support and knowledge and development of childcare practice.
You must demonstrate how you meet the Essential criteria listed in the attached Person Specification in order to secure an interview: How to apply Guidance for applicants Torfaen County Borough Council.
Torfaen County Borough Council strives to be a fair, supportive and effective employer. The Council is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. The Council expects all employees, paid or unpaid, to share this commitment. We value the range of experiences that a diverse workforce brings and therefore we welcome applications from people of all backgrounds and under-represented groups.
Welsh Language Skills are desirable for this post but not essential. You are welcome to submit your application in English or in Welsh. Each application will be treated equally.
We are a registered Disability Confident Leader and are committed to the employment and career development of disabled people. Our Guaranteed Interview scheme guarantees that people with disabilities will be invited to interview, so long as they meet the essential requirements for the role. If you have a health condition, are neurodivergent, or use British sign language, and need to discuss reasonable adjustments, please contact the recruiting manager. We can only work with you to arrange adjustments if we are made aware of your requirements prior to your application submission, test or interview.
Please ensure that you only apply for this position via Torfaen Council’s vacancies website. CVs and applications submitted to any other websites are not received by us.
