Legal Services Administrator

The post holder will be primarily responsible for processing requests for information to the Trust from the Coroner.

This will include logging, co-ordinating and monitoring requests for medical records and retrieving statements.

The post holder will play an integral role in delivering an excellent support service by assisting and providing administrative support to the Legal Services team, specifically the claims and inquest function.

*if this role attracts a lot of interest, the closing date will be brought forward.

Main duties of the job

• To provide general administrative support, including scanning, photocopying, filing and archiving.
• Collating the documentation required by the Coroner and responding to the Coroner enquiry.
• Requesting statements from staff and monitoring completion of these, highlighting those that have exceeded the relevant timeframe to the Legal Services Manager.
• Ensuring the DATIX record is kept up to date and closed with all relevant documentation attached.
• To ensure that any significant issues (e. g. potential adverse publicity, legal proceedings or serious incidents) are brought to the attention of the Legal Services Manager.
• Download information to the correct file from relevant websites or document transfer systems when requested.
• Log court appearances when required and support staff who are attending court by providing pre‑agreed/template advice and support by telephone.
• To type confidential reports and correspondence in line with Trust's policies and procedures.
• To maintain the confidentiality of patients and other personnel that the post holder may come into contact with.
• To provide administration support before, during and after meetings as required – including booking meeting rooms, sending invites and typing notes.

Qualifications

• Requirement for NVQ Level 3 or equivalent.
• 12 months previous experience within an administrative role.
• Experience of working within the NHS.
• Experience of working within a legal services environment.

Skills and Knowledge

• Accurate keyboard skills and the ability to create effective documents.
• Competent user of Microsoft packages.
• Able to liaise effectively with staff and managers at all levels in the organisation, and with managers from the wider NHS and external organisations.
• Strong verbal and written communication skills.
• Able to deal with a high volume of work whilst maintaining standards and meeting deadlines.
• Attention to detail and accuracy.
• Ability to work autonomously, using discretion and initiative when appropriate.
• Knowledge or prior use of Datix.
• Personal Qualities, Abilities and Attributes
• Excellent interpersonal skills, with the ability to get things done in co‑operation with others, and as part of a support team.
• Well organised and efficient in an office setting.
• Can work under pressure at times and be effective at working to deadlines.
• Ability to use discretion.
• Comfortable working with competing demands.
• Flexible and adaptable work approach.
• Proactive, enthusiastic, and well‑motivated.
• Able to travel as required (dependent on location of role).
• Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employment Details

Full‑time, Flexible working, Home or remote working.

EEO Statement

We aim to represent and value the diversity of our local communities through our workforce and service provision.

We therefore positively encourage applications from under‑represented groups, such as Black, Asian, or other ethnic groups, individuals with a Disability, or LGBTQ+ individuals who meet the specific criteria.

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