Minute Taker / Administrator

Due to expansion, our client, a regulating membership body based in Leamington Spa are seeking a Support Administrator to work within their Executive team. Reporting into the Executive Assistant, you will work closely with the Executive Office team and, where required assisting with setting up meetings on an ad hoc basis. You will also provide administrative support to the Management Team. You will assist the Executive Assistant and the Management Team with delegated tasks required to make the best use of their time by dealing with secretarial and administrative duties. This will also include assisting with office/facilities co-ordination to ensure the smooth running of head office.

Main Duties and Responsibilities:

• Organising and minuting meetings, providing secretarial support including the circulation of pre-approved agendas and approved minutes/meeting notes as appropriate.
• Follow up on any actions noted in the minutes / meeting notes.
• Point of contact for enquiries for all our volunteer ambassadors including screening calls, enquiries and requests and handling as appropriate.
• Assisting with the process for ambassadorial recruitment.
• Assisting the Executive Assistant with processing ambassador expenses claims and ensuring they adhere to the company expenses policy.
• Such other duties that may be requested by the Executive Assistant and from time to time to assist with the general functions of Head Office and the Executive area.
• Liaise with suppliers/stakeholders and where necessary co-ordinate maintenance/repair works.
• IT System support - liaising with the ICT provider when there are problems in Head Office.
• When required, assist with the employee leavers process (ensuring all equipment has been returned, fobs deactivated, contacting the IT support provider regarding emails and create a log detailing all leavers and equipment
• Raising Purchase Orders, processing invoices and tracking spend.
• Being one of the main points of contact for staff queries when you are in the Head Office.

Job Requirement / Skills:

• Excellent minute taking skills - shorthand is not essential
• Exceptional and accurate written and oral communication skills.
• Good organisational and time management skills.
• Flexible - able to adapt to changing situations/priorities working extra hours to meet deadlines.
• Ability to work in a fast-paced role adapting to working to tight deadlines and under pressure.
• Excellent interpersonal skills.
• Pro-active problem-solving skills.
• The ability to work on your own initiative, self-motivated, but also the ability to work as an integral part of a team.
• Can do attitude.
• Honesty and reliability with a strong understanding and compliance on the confidential nature of the department.
• Good IT skills Microsoft Office: Word, Excel & PowerPoint.

In return you can expect to receive; excellent progression, free parking, hybrid working hours - 3 days in office and 2 from home, generous holidays, social events, pension and annual pay reviews.

Education / Experience:

• 2 or more years in a similar role (essential)
• Knowledge of a membership organisation (desirable but not essential)