Hybrid Legal Admin & Records Officer

Sandwell Council’s Legal Division is seeking a proactive Business Support Officer (BSO) on a full time, 12 months fixed-term basis. The role is to be based from its Oldbury office where the organisation operates to a hybrid working model of 3 days on site and 2 days from home. The successful candidate must be confident and experienced in operating within a legal environment, with the ability to quickly become effective in the role. They should be capable of managing a varied caseload and handling all aspects of administration. The candidate will need to be proactive, able to work well under pressure, self-reliant, and also capable of working collaboratively as part of a wider team. In addition, there may be an opportunity to undertake training through the Institute for Apprenticeships, funded via the apprenticeship levy, in order to gain an additional qualification. The postholder will gain exposure to a diverse workload, a high level of responsibility, and extensive client contact.

In this role you will:

• Work as part of a team providing effective administrative support to the Service.
• Maintain legal files and records, both written and electronic systems including inputting of data, photocopying, filing and ensuring consistency of records and files.
• Take minutes of meetings including strategy and team meetings, ensuring approval and accuracy of those minutes and the appropriate distribution.
• Coordinating diary movements for staff, making appointments as required, booking rooms and ensuring that all those involved are aware of the arrangements.
• To undertake basement runs to maintain old deeds and recover information from the basement and prepare and assist with the sealing of documents.
• Assist in maintaining compliant and accurate file management systems, including client care letters, audits and file reviews.
• Coordinate incoming mail and distribute as appropriate.
• Sort, distribute and undertake other tasks including necessary research for processing in-coming and outgoing communications, ensuring accuracy of responses and required approval where appropriate.
• Arranging, ordering, stock control and necessary returns of office stationary as required. Dealing with suppliers to ensure effective control of stock.
• Liaise with external and internal clients on behalf of Legal and Assurance.

Attributes that you would bring to the role:

• The ideal candidate will be an experienced Administrative Assistant with prior experience working in a legal team or a similar environment.
• Proficiency in Microsoft Word and Excel, as well as experience with photocopying and filing.
• Experience working with a case management system is desirable, preferably within a local authority setting.
• Experience of SBS or an Oracle based financial system.
• Accuracy in conveying information, through keyboard, writing and verbal.