Legal Services Administration Assistant

To provide a polite, efficient, and well-mannered service to telephone and face to face enquiries, talking detailed notes and messages. Develop and maintain relationships with health records staff, medical secretaries and other staff members. Liaise verbally and in writing with solicitors, the Trusts medical and nursing staff, the Coroners Office and administrative staff (both inside and outside the Trust) as well as members of the public and external organisations. Analysing own workload and prioritising appropriately based on degree of urgency.
Ability to identify concerns that require escalation. Take comprehensive notes/messages of telephone and personal (face to face) enquiries, liaising as necessary with staff both internal and external to the hospitals, NHS Resolution and solicitors. Sort incoming correspondence and mail and save in relevant electronic folders and prepare outgoing mail with enclosures and log prior to dispatch. Liaising with required meeting attendees via telephone / email to determine availability and arranging meetings, including room bookings.
Prepare enclosures to correspondence, both hard copy and electronically. Ability to plan and organise own time and work efficiently and effectively to meet the service needs. Maintain effective paper and electronic filing systems. Effectively manage message taking for senior staff, including sending acknowledgements and holding responses.
Provide administrative support for meetings and other groups and team, as required. Arranging transport to and from meetings. Fast and accurate keyboard skills. Accurate and efficient IT skills required for case management, data entry, preparation of files and document bundles and email communications.
Maintain a high level of accuracy in written communications. To ensure timely input of data and timely filing/retrieval of notes. To ensure medical notes are available as requested. To maintain and update hard copy and electronic filing systems, ensuring that this operates in an efficient and effective manner.
Sort and log incoming correspondence and mail and prepare outgoing mail with enclosures and log prior to dispatch. Identify and report any problems which may result in non-achievement of policies/development. Responsibility to take care of equipment and keep office stock replenished as needed. Ensure a safe working environment, using the resources available.
May be asked to train new members of staff in a similar role and demonstrate standard operating procedures; To undertake own personal and professional development where necessary. Demonstrate the Trusts vision and core behaviours in delivering a quality service to both internal and external stakeholders. Contribute to the development and maintenance of a team culture which actively encourages innovation and empowerment thereby supporting and facilitating change. Actively participate in an Annual Appraisal and provide evidence to demonstrate achievements towards knowledge and skills.
To be able to access and navigate Trust intranet and electronic systems. Individual and Legal Team Mailbox to be maintained, regularly checked, emptied and sorted into relevant subfolders to ensure the good function of the mailbox. Maintain up-to-date information sources and databases, including incident reporting systems and excel spreadsheets. Having own access to and knowledge of systems such as FileFast, WinDIP, ICE, VitalPAC, JAC, Badger, CareFlow and more to be able to carry out duties and requests from the Legal Team to gather information from these systems and disseminate as appropriate.
Maintain accurate record keeping and documentation. Adhere to the Trust Information Governance and confidentiality procedures. Complete relevant records relating to annual leave, study leave and travel expenses. Recognize and observe the need to maintain the utmost confidentiality of sensitive information.
Participate in appropriate research (for example into GDPR and other disclosure regulations) and personal and professional development activity as necessary. Assist in collecting audit data as necessary relating to own work.