Business Support Assistant - Joint Legal Services

An excellent opportunity has arisen for an individual to join our busy Business Support Team to assist in the provision and delivery of a high quality transactional and customer service to support the Joint Legal Services Department of Staffordshire & West Midlands Police.
Applications are invited from individuals who have excellent interpersonal skills to provide a high quality, effective and efficient service and:

• Possess a high degree of accuracy and attention to detail
• Have good communications skills both verbal and written
• Are able to work effectively as part of a team
• Are able to multi-task and prioritise workload / tasks
• Have a flexible approach to work

A successful candidate will be one who can provide the Joint Legal Services Department with a confidential, comprehensive and efficient support service under the direction of the Business Support Manager & Business Support Officer. As the department is made up of a number of teams performing a range of legal functions, at times you may be required to prioritise the workload accordingly. The successful applicant will be required to possess numeracy and literacy skills, together with ICT skills including Microsoft Office.
The following is an example of some of the duties carried out across the department:
General

• Inputting and maintaining files on our case management system (Iken) & our insurance claims handling system (Lachs)
• Receiving and making telephone calls usually as the first point of contact within the Joint Legal Services Department
• Preparing documents, letters, emails, copy typing & audio typing
• Photocopying and scanning of documents & bundles
• Assimilate Bundles for Hearings
• Administrative tasks for signing and sealing of contract documents
• To provide note and minute taking as required
• Filing and archive management tasks - physical & electronic
• Hand deliveries to various locations within the City Centre
• Maintain and update the Joint Legal Services Department internal website

Facilities

• Ordering of stationery and management of stationary supplies held
• Greeting and facilitating visitors to the department
• Receiving and logging incoming mail to include post, emails and hand deliveries etc.
• Arranging meetings and booking meeting rooms

Finance

• Processing invoices for payment / to raise purchase orders
• Updating spreadsheets with case and financial information for the Department
• Maintain and update records for management information
• Booking and arranging travel and accommodation

You will also be required to complete any other duties commensurate with the role and band/grade.
Essential Criteria:

• High degree of accuracy and attention to detail
• High level of computer literacy with a good working knowledge of Microsoft Office primarily; Outlook, Word and Excel
• High level of interpersonal and communication skills both written and oral
• Proven experience of strong team working within an Administration Team
• Professional telephone manner
• Proven ability to multi-task and prioritise workload/tasks within a demanding environment
• Good communication and telephone skills
• Strong organisational skills and effective time management

Desirable Criteria:

• Previous experience with a case management system
• Knowledge of legal practice work
• Experience of working with confidential material
• Providing support to agile workers

Hours: You will be required to work office hours Monday-Friday but an element of flexibility is necessary to meet demand & provide cover during office opening hours.
Location: This role is primarily office-based in Lloyd House.
Medical: Appointment to this role will be dependent upon successfully medical checks, which may include a drugs test and if required a fitness test.
Vetting: Successful applicants will be required to pass Recruitment Vetting and Counter Terrorism Clearance scrutiny prior to commencing their role, this will include a full background & financial disclosure as part of the vetting process.
West Midlands Police is a Disability Confident Leader - the highest level an organisation can achieve under the scheme run by the Department of Work and Pensions. As part of our commitment we operate a 'Disability Confident Interview Scheme' - all candidates who declare a disability and meet the essential criteria for the role will be offered an interview.
It is important to note that there may be occasions where it is not practicable or appropriate to interview all disabled people who meet the essential criteria for the job. For example: in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. In these circumstances, the employer could select the candidates who best meet the essential criteria for the job, as they would do for non-disabled applicants.
Diversity and Inclusion Vision: Maximise the potential of people from all backgrounds through a culture of fairness and inclusion to deliver the best service for our communities