RQ1742204 – Coroner Support Officer in Northallerton

Service and job specific context statement

Directorate: Central Services

Service: Coroners Service

Post title: Support Officer to HM Coroner

Grade: E

Responsible to: General Manager-Registration Archives & Coroners

Staff managed: None

Date of issue: June 2016

Job family: C&A – Customer & Administration

Job context

Coroners are independent judicial officers appointed by the local authority. They inquire into deaths reported to them which appear to be violent, unnatural or of unknown causes or where the deceased died in custody or otherwise in state detention. The coroner will seek to establish the medical cause of death, through a post-mortem examination if necessary. Unless the post-mortem examination shows that the death was due to natural causes, an inquest will be held. The Coroner deals with approximately 1200 deaths a year. The files for the Coroner are sensitive and may contain distressing information. This role involves spoken communications so a confident use of English language is required.

Job purpose

To provide management support to HM Coroner. To manage day to day operation of the Coroner’s office undertaking a range of secretarial, administrative and financial duties. To process cases and accounts as directed by the Coroner. To ensure the efficient and effective delivery of services including management of information and communications.

Operational management

• To support HM Coroner in the organisation of business and day-to-day operations, including the scheduling and organisation of inquests.
• To manage the diary of HM Coroner; organising and arranging appointments in liaison with the Coroner, other officers and organisations as required.
• To deal with all incoming correspondence, including emails and telephone calls, prioritising and advising HM Coroner as appropriate.
• To reply to routine correspondence on behalf of HM Coroner.
• To process case files prior to inquest and create case profiles for the Coroner.
• To attend inquests across the County in support of HM Coroner.
• To ensure inquests are recorded electronically using required equipment.
• To ensure that complaints are routed correctly and dealt with appropriately in accordance with the Coroners’ Charter.

Communications

• To act as a first point of contact for HM Coroner.
• To deal with enquiries from bereaved families and offer advice or signposting as necessary.
• To deal with enquiries from the general public and other agencies concerning Coroner’s administrative matters.
• To respond to enquiries originating from the County Council’s website.

Partnership / corporate working

• To arrange meetings on behalf of HM Coroner and take notes at such meetings, including NY Police Coroners’ Officer meetings.
• To liaise with appropriate staff and other internal / external agencies and government departments, as required, especially police, Registrars, funeral directors, GPs and medical consultants.

Systems and information

• To process accounts as necessary, ensuring these are cross‑checked alongside contracts / agreements and other service specifications.
• Support the Coroner in maintaining case details and submitting data / annual reports as necessary.
• To maintain and operate specific service systems, including the records required by the Coroner such as registers and databases.
• To maintain the information management system required by HM Coroner, working with information of a sensitive and confidential nature.
• To research information as required by the Coroner.

Person Specification

Essential upon appointment

Knowledge

• Demonstrable awareness and commitment to the provision of quality services and good customer care.
• Working knowledge of Microsoft Office systems.

Experience

• Significant experience of working in an administrative role, to include secretarial duties with typing/word processing/minute‑taking.

Occupational Skills

• Excellent verbal and written communication skills.
• The ability to converse at ease with customers and provide advice in accurate spoken English is essential for the post.
• Excellent interpersonal skills.
• Excellent organisational skills.
• Able to work without close supervision.
• Able to work with accuracy and attention to detail.
• Ability to prioritise & work to deadlines whilst coping with conflicting demands.
• ICT Skills and use of number of software packages e.g. MS Office.
• Numerate.
• Literacy and numeracy qualifications at NVQ Level 2 or equivalent.

Professional Qualifications / Training / Registrations required by law, and/or essential for the performance of the role

• Typing or word processing qualifications e.g. RSA II typing / word processing or equivalent.

Other Requirements

• Self‑motivated.
• Able to deal with highly sensitive and confidential issues.
• Able to cope with distressing and/or challenging situations, e.g. recently bereaved.
• Able to work on own initiative.
• Able to work as part of a team.
• Enthusiastic and capable of working well under pressure.
• Positive about change.
• Flexible approach including to working hours.
• Ability to travel across the County for work purposes.

Desirable upon appointment

Knowledge

• Understanding of financial systems.
• Administration of database / Access or similar.

Experience

• Dealing with the general public.
• Experience of audio transcription.
• Experience of working in a legal office.
• Use of databases.

Professional Qualifications / Training / Registrations required by law, and/or essential for the performance of the role

• NVQ Level 2 Business Administration (or equivalent).
• Typing speed min. 70 wpm.
• Evidence of continued professional development.

Other Requirements

• Access to a vehicle or means of transport for work purposes.
• Current driving licence.