Senior Legal Services Administrator (Paralegal)

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Detailed job description and main responsibilities

Administrative and Legal Support

1. To provide a high quality administrative service to the Legal Services Department, including but not limited to managing the shared Legal Services mailbox, departmental diary management and room bookings.
2. To ensure efficient and effective contact for external and internal callers to the Legal Services, including taking messages.
3. To prepare bundles for inquest hearings where required, and to clerk at inquest hearings held remotely from the Trust.
4. To scan and process documents received by post.
5. To operate Datix Claims Module ensuring that information held on it is accurate and up to date, and new matters are logged in a timely manner.
6. To produce reports, documents and presentations using an appropriate level of IT skill, using packages including Word, PowerPoint, Excel and other databases as relevant to the office.
7. To provide administrative support to meetings as required including producing agendas, taking minutes, collating papers and ensuring actions are being followed up.
8. To organise internal events, book venues, and ensure that equipment is available throughout to ensure smooth running.
9. To maintain office stock supplies and to order replacement supplies as required.
10. To respond to all queries (within the competence remit), correspondence and telephone calls in a timely and professional manner; initiating action where appropriate.

Office Administration

1. Work with other colleagues to ensure that cover is maintained in the Department and in sharing collective tasks such as archiving and decluttering, keeping the office in a neat, functional and efficient state.
2. To attend to IT issues relating to the systems used by the Legal Services.
3. Be responsible for day-to-day filing of correspondences and notes to the paper and electronic files and maintaining both paper and electronic files appropriately, and to maintain all filing (current and archived), including appropriate systems for the ready location of records, correspondence, and reports, and maintain systems for identification and retrieval of files and other records.
4. To set up new files electronically as necessary and file in an efficient manner.
5. Use all available IT packages, including but not limited to Datix, Cerner, Evolve, Symphony, ICE, K2, PACS, Word, Excel, Outlook and eProc.
6. Contribute to the continued training of new members of staff within the department, as required.
7. To update their manager and colleagues within the team when required of workload and workflow for each of their respective areas.
8. To carry out other relevant duties when required.

Person specification

Application form

Essential criteria

• Demonstrable exprience of working in an administrative role with admin systems

Desirable criteria

• Law Degree

Important

• The closing date given is a guide only. There may be some occasions when we have to close a vacancy once sufficient applications have been received. You are therefore advised to submit your application as early as possible to avoid disappointment.
• Please check your emails regularly as this is how we will communicate with you throughout the recruitment process.
• If you have not heard from us within 3 weeks after the closing date, we regret that this usually means your application was not successful.
• In submitting an application, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
• During the recruitment process your identity documentation (ie passport, driving licence, visa etc) will be scanned using a device which recognises UV, infrared and machine-readable zone security features of the documents provided.
• Employment at the Trust is offered subject to successful completion of a six month probationary period.

Employer certification / accreditation badges

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

• Paralegal – Job Description (PDF, 704.3KB)
• Job Features (PDF, 654.5KB)
• Guidance for applicants (PDF, 85.4KB)
• Policy Statement (PDF, 144.5KB)
• Staff Benefits and Wellbeing (PDF, 196.5KB)
• Recruitment Pack (PDF, 2.8MB)

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