Office Administrator – Meeting Minutes and Action Tracking

Hrstalentsolutions; West of England; On-site; GBP 27,000 - 29,000; Full time

Job summary

Hrstalentsolutions is seeking a Meeting Minutes and Action Administrator to turn discussions into clear records. You will attend meetings at the employer’s office, capture decisions, owners, dates and open questions, and prepare minutes for the chair.

You will maintain an action tracker, ensure deadlines are clear, and help colleagues find records in the archives. The role emphasizes concise writing, careful listening, and timely follow-up.

Qualifications

• Clear writing and a good grasp of everyday office software.
• Experience arranging meetings or taking notes is an advantage.
• Training will cover minute formats, permissions and tracking.

Responsibilities

• Attend meetings and capture decisions, owners and dates.
• Prepare minutes for the chair's review and update the action list.
• Maintain an archive and ensure records are easy to follow.
• Identify open questions and ensure clarity before publishing.
• Provide timely follow-up and polite reminders to owners.

Skills

Clear writing

Attention to detail

Meeting coordination

Tools

Word

Excel

Outlook

Job description

Meeting Minutes and Action Administrator

People leave a meeting with different memories of what was agreed. The Meeting Minutes and Action Administrator turns discussion into a usable record: decisions, owners, dates and questions needing another answer. You will work full-time from the employer’s office, with an annual salary of £26,500–£29,000. It suits someone who listens carefully, writes plainly and is willing to check an unclear point rather than invent certainty.

Before a meeting, you may gather papers from colleagues, check that the agenda reflects the latest version and make sure attendees have the right joining or room information. During the discussion, your job is to capture the outcome, not transcribe every word. Afterwards, prepare minutes for the chair's review and update the action list so colleagues can find the tasks assigned to them. An agreed decision should be distinguishable from an idea that was simply raised.

The meetings may be routine operational reviews, departmental planning discussions or project updates. The employer will explain which matters are confidential and how the approved minutes are circulated. If someone asks you to change a record after approval, bring the request to the chair or another authorised person. A reliable minute-taking process includes a clear route for corrections.

Before the meeting, collect papers, check versions and make the agenda easy to follow. During the discussion, note who attended, which points were decided and which questions remained open. Afterwards, prepare minutes for the chair and keep the action tracker current. A reminder should refer to an agreed owner and date, rather than inventing a commitment. The approved record belongs in the correct archive so colleagues can find it later.

For example, a colleague might say they will “look into” a supplier issue while another expects a completed comparison by Friday. The minutes should not quietly turn one statement into the other. Mark the point for clarification before publishing the record. The same care applies when two people have similar names or when a deadline is discussed but never actually agreed. You are supporting the team's decisions, not making them.

This role includes ordinary office administration between meetings. You might maintain a calendar of recurring sessions, keep an archive of approved agendas, help visitors find a meeting room and answer basic questions about where a document is stored. Good customer service matters because colleagues need timely, respectful follow-up, particularly when they are balancing several priorities.

What you can bring

Clear writing and a good grasp of everyday office software are important. Experience arranging meetings or taking notes is an advantage, but it does not have to come from a formal administrative title. Volunteer committees, education, customer-facing teams and previous office support can all provide useful examples. Training will cover the employer's preferred minute format, document permissions and action tracking system.

You will need enough confidence to interrupt politely when an action has no named owner or the agreed outcome is unclear. At the same time, you should know when the chair needs to settle a disagreement. The best record is concise enough to read and detailed enough that a colleague who missed the meeting understands what to do next. This balance improves with practice and feedback.

If an urgent meeting is added at short notice, check what can realistically be prepared. A brief, accurate agenda and the right papers are better than a full pack assembled from outdated versions. When a meeting is postponed, make sure owners know whether their existing deadlines still stand; do not assume the calendar change changes the underlying commitment.

Before sending minutes, check whether a decision was made in the meeting or deferred to a later discussion. A line such as “team to review” needs an owner and a date if it is to become an action. Where no one was assigned, bring the gap to the chair. The point of the record is to prevent uncertainty from becoming an unspoken deadline.