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Form of work
SalaryThe role would be in line with the hybrid working policy, either working from home or from dedicated hybrid working areas at Ambulance Headquarters, Wakefield and would work alongside other Legal Services Assistants within the busy, varied and fast paced Legal Services Department at Yorkshire Ambulance Service NHS Trust.
The role will provide administrative support for processing Freedom of Information Act 2000 requests, requesting and collating information and redacting documents to ensure the appropriate release of information and records in line with FOIA legislation. This role would also administer fines and penalty charge notices brought against YAS and the redaction of documents to ensure that disclosure meets data protection requirements.
The role will involve liaising with external members of the public, solicitors, legal representatives, and authorities such as the police along with internal staff members so excellent interpersonal and communication skills and the ability to prioritise workloads is a must.
Yorkshire Ambulance Service (YAS) NHS Trust geographically covers nearly 6,000 square miles of varied terrain, from isolated moors and dales to urban areas, coastline and inner cities.
We serve a population of over five million people across Yorkshire and the Humber and strive to ensure that patients receive the right response to their care needs as quickly as possible, wherever they live.
We employ more than 7,100 staff, who together with over 1,300 volunteers, enable us to provide a vital 24-hour, seven-days-a-week, emergency and healthcare service.
Our ambition is to be an employer of choice, and we are continuously working across our partnership to improve our collective offer to staff in areas like health and wellbeing, benefits and flexible working incl. hybrid working.
Benefits:
- Flexible working including part-time hours, job shares and flexible hours, agile working (role dependant)
- 27 days annual leave, increasing to 33 with service.
- Contributory Pension.
- NHS Discounts including shops, restaurants, gyms etc.
- Car lease and other salary sacrifice schemes.
- Dedicated employee assistance and counselling service.
- Opportunities for research participation, career progression and ongoing development.
- Well respected, committed and supported staff networks for our workforce.
To work as part of a multi-disciplinary team responsible for responding to requests for release of ambulance records and information.
To process on a day-to-day basis, requests for records and information from various sources, workload primarily being Data Protection requests (internal and external), Notices of Intended Prosecution, Police, Coroner, Court and Claims requests, in accordance with YAS Policies and Procedures and relevant legislation.
To organise and maintain effective administrative procedures for the processing of such requests, including filing systems, photocopying and postal systems.
To request and collate information from different departments within YAS and ensure these are received within the timescales set.
To maintain accurate and confidential files and database in order to process requests effectively.
To ensure all requests are registered and acknowledged within the specified deadlines in accordance with the relevant procedure.
To be responsible for the retrieval of ambulance records and information in response to Data Protection requests (internal and external), Police, Notices of Intended Prosecution, Coroner, Court and claims requests in an efficient and timely manner.
To request and retrieve records from YAS storage systems and databases, including ONBASE, the CAD system, ePR and Restore storage.
To liaise with external and internal parties in order to coordinate and organise statements, witness availability and attendance at court.
To exchange sensitive and confidential information in accordance with the YAS Policies and Procedures, external agencies’ procedures, the Data Protection Act, and other relevant legislation.
To prepare statistical information from databases in accordance with reporting requests.
To provide administrative support to the Legal Services Department across a full range of duties.
To provide cover for colleagues as appropriate, which may require working from an alternative location.
To independently reply to and action correspondence where necessary.
To manage and prioritise own workload and provide administrative functions as requested to maintain service continuity using time management, organisation, and prioritisation skills.
To maintain, regularly review and introduce new systems to effectively retain and retrieve information and correspondence in line with YAS procedures.
To use, maintain, and develop documents in a range of software including Word, Excel, Access, Power Point, Adobe Acrobat, DATIX Cloud IQ, Internet Explorer, and Outlook.
To communicate with external organisations and internal departments in a professional and confident manner, involving letters, e-mail and direct contact via telephone.
To ensure that strict confidentiality is maintained at all times.
To attend any mandatory training courses, including training relating to patient information systems and other computer software deemed appropriate by the Legal Services Coordinator / Manager / Head of Legal Services.
To demonstrate own activities to fellow employees and new starters where appropriate.
To process cheques in accordance with YAS procedures.
Provide and receive sensitive information and to deal with potentially emotional and distressing cases.
To liaise with other members of the Legal Services Department, managers, staff, NHS Resolution, YAS’ motor insurers, legal advisors, solicitors, the Coroner’s Office, third parties, and other relevant persons, as appropriate.
Support with the arrangements for staff attendance at Court hearings.
Ensure confidentiality of all appropriate matters in accordance with Caldicott and other relevant guidance and legislation, with YAS policies and procedures and with the advice of the Legal Services Coordinator / Manager / Head of Legal Services.
To be responsible for adherence to YAS safety policies in areas specifically within your control.
To demonstrate own activities to fellow employees and new starters where appropriate.
