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Minute Clerk Job Description

What does a Minute Clerk do?

A Minute Clerk is responsible for recording and documenting the minutes of meetings such as corporate or board meetings, town hall meetings, or other gatherings. They listen to discussions and take accurate notes on important points, decisions, and actions. After the meeting, the Minute Clerk will write a clear and concise report of the meeting minutes that can be distributed to attendees and stakeholders. They also ensure that copies of minutes are kept on file for future reference. Minute Clerks need to have excellent listening skills, attention to detail, and the ability to work efficiently under pressure while maintaining confidentiality.

Our Minute Clerk job description includes the Minute Clerk responsibilities, duties, skills, education, qualifications, and experience.

Minute Clerk Example

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If you need an example job description for a Minute Clerk download the one below, alternatively we have many other Public Sector job description samples and a job description library with over 3000 job descriptions templates that you can download for free.

What does a Minute Clerk do?

The Minute Clerk is responsible for providing accurate and timely administrative support, with a primary focus on taking minutes of meetings. The role involves accurately recording the proceedings of meetings, ensuring that all decisions and resolutions are noted and can be referred back to at a later date. The Minute Clerk is also responsible for preparing reports, organizing agendas and managing meeting room bookings. They also need to be able to communicate effectively with all members of the team and must be able to maintain a high level of confidentiality.

Minute Clerk Role Purpose

The purpose of a Minute Clerk is to produce high quality, accurate and concise minutes of meetings, conferences and other events. The Minute Clerk will manage the recording, collation, distribution and archiving of these minutes in a timely and professional manner. They will also ensure that all information recorded is accurate, up to date and legally compliant. The Minute Clerk must also be able to communicate effectively with all members of the team, ensuring that any queries are addressed in a timely manner. In addition, the Minute Clerk should be able to support the team in any administrative tasks, such as organising files and records, and maintaining the organisation's database.

Minute Clerk Role

The Minute Clerk is responsible for taking accurate minutes of meetings, capturing key decisions, actions and deadlines. They are also responsible for preparing formal minutes for circulation and archiving.

Minute Clerk Duties

  • Record proceedings of meetings accurately, including all motions, resolutions, and votes
  • Prepare accurate minutes of meetings and distribute them promptly to appropriate parties
  • Ensure meeting documents and agendas are in order
  • Liaise with committee members to ensure meeting information is accurate and up to date
  • Maintain records of meeting attendance and action items

Minute Clerk Requirements

  • Excellent organisational and communication skills
  • Ability to manage large volumes of paperwork
  • Good understanding of office procedures
  • Proficiency in using relevant IT software

Minute Clerk Skills

  • Excellent written and verbal communication skills
  • Ability to take accurate minutes
  • Excellent organisational skills
  • Knowledge of Microsoft Office applications

Minute Clerk Personal Traits

  • Attention to detail
  • Organizational skills
  • Ability to take accurate minutes
  • Good communication skills
  • Ability to work independently

How to write a Minute Clerk Job Advert

Use our job advert template to write a job advert for posting on job sites and job boards. Our job advertising templates are carefully created to help you reach your audience and beat the competition to the best talent.

A job description informs the reader about a job, whereas a job advert’s main objective is to sell the job opportunity to attract as many suitable applicants possible. A job advert maybe the first touch-point a candidate has with your company so it is important to create a great impression.

Job Advertisements should enticing, so considering using short, exciting language which get the reader’s attention.

How to write a Minute Clerk Job Description

To write a job description, we recommend starting with a job description template from our job description library, which contains examples for 800+ positions and professions. Our job description examples include a job summary with duties and responsibilities and skills and requirements, which can be personalised for your job vacancy.

Job Description Advice - Guidance on How to Personalise a Minute Clerk Job Specification

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

Job Description Tips - Help on formatting a Minute Clerk Job Specification

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company's culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.

How to Hire a Minute Clerk

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