Job summary
Employer heading
Legal Services Administration Assistant
NHS AfC: Band 2
Job overview
The Trust is looking for a Legal Services Administration Assistant to work within its Legal Services Department.
This is a fantastic opportunity for the right candidate to join a small but very productive and friendly team providing a vital service within the Trust.
The Trust's Legal Services Department provides an internal advice and support service to all Trust staff in the management of Coroner’s inquests, clinical and non-clinical claims, requests for evidence, Court of Protection applications, safeguarding concerns and any ad-hoc legal matters.
As an Administration Assistant, working with a level of supervision, the right candidate will undertake a range of administrative and reception duties, maintaining administrative systems and records to enable the team to deliver an effective legal service and to ensure that the office environment is safe, appropriately maintained and equipped.
Service delivery improvement work is currently a focus within the Legal Services Department, offering variety and development opportunities for those seeking a new challenge.
Previous applicants need not apply.
Main duties of the job
Provide administrative support services to the Legal Team, to include, but not limited to:
- Acting as the first point of contact for all telephone and departmental enquiries i.e. reception duties
- Taking and relaying messages promptly and accurately
- Processing inbound and outbound mail (including management of the team's inbox)
- Identifying, obtaining, tracking, paginating, scanning and safe storage of patient records
- Extracting electronic patient records
- Setting up new case files on Trust systems and maintaining existing files
- Ordering stock and stock control
- Chasing statements and other reports
- Arranging meetings, booking venues, notifying attendees, disseminating all relevant documentation and minute taking
- Data entry
- Any other relevant duties as required by the Team/Legal Services Managers.
- Effective team working, fostering positive and effective relationships with colleagues
- Regular use of IT software applications and Trust corporate and clinical systems
Working for our organisation
At NCIC, we have an ambition to deliver outstanding hospital and health services to half a million people. Established on 1st October 2019, the Trust is creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout north Cumbria and beyond. We’re responsible for delivering over 70 services across 15 main locations and we employ more than 6,500 members of staff.
Our 5 key principles demonstrate our belief in the delivery of ‘safe, high quality care every time’.
- Being a clinically led organisation
- Quality and safety at the heart
- A positive patient experience every time
- A great place to work
- Managing our money well
As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.
Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. All staff are expected to support sustainability.
Detailed job description and main responsibilities
Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment. Any applicants who do not meet the eligibility criteria will not be progressed.
If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information
- If sufficient response is received this post could be closed earlier than the specified closing date. Please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- Youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- The multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro – Tel: 0300 123 1999, or email: [email protected]
Unlock – Tel: 01634 247350, email [email protected] or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27 day holiday scheme rising to 33 after 10 years
Flexible Working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Person specification
Qualifications
Essential criteria
- GCSE or equivalent in English and Maths
- Willingness to undertake NVQ Level 2
Desirable criteria
- NVQ 2 in Business Administration or equivalent
- ECDL or equivalent
Knowledge and Experience
Essential criteria
- Able to demonstrate working knowledge of Microsoft Outlook and Microsoft Office components.
Desirable criteria
- Basic experience of working in an office environment.
- Health or Social Care Work or volunteer experience
- Understanding of need for confidentiality
Skills and Aptitude
Essential criteria
- Good organisational skills
- Good verbal and written communication skills
- IT skills including word processing, spreadsheets, data capture and processing.
Personal Attributes
Essential criteria
- Self motivated and able to work both independently and as part of a team
- Ability to stay calm when under pressure
- Responsible and caring attitude with a calm and patient manner
- Able to switch tasks regularly throughout the day
Other Requirements
Essential criteria
- Ability to be adaptable and flexible and work with different teams or from different locations if required to provide holiday/sickness/vacancy cover.
- The ability to travel independently
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Lyndsey Burton
- Job title
- Legal Services Manager
- Email address
- [email protected]
- Telephone number
- 01228 603833
- Additional information
If you would like to discuss this role, please contact Lyndsey Burton, Legal Services Manager by email: [email protected] or via telephone on 01228 603833.
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