Job summary
This is an advert for full time exciting position in the Legal Services Team based at Wexham Park Hospital.
Main duties of the job
You will provide a comprehensive, efficient secretarial and administrative service to the Legal Services team and undertake the disclosure of copy medical records in the first stage of the litigation and inquest processes.
You will be required to work to tight deadlines and to ensure that Trust standards are adhered to in relation to all documentation and confidential information.
You will also be required to liaise with senior Trust staff, solicitors, case handlers at NHS Resolution and Coroner's officers.A positive working relationship with the Trust's patient safety team and other governance leads is alsointegral to this role.
About us
Frimley Health NHS Foundation Trust provides NHS hospital servicesforaround 900,000 people across Berkshire, Hampshire, Surrey and south Buckinghamshire.
As well as delivering excellent general hospital services to local people, we provide specialist heart attack, vascular, stroke, spinal, cystic fibrosis and plastic surgery services across a much wider area.
We have three main hospitals - Frimley Park in Frimley near Camberley, Heatherwood in Ascot and Wexham Park near Slough.
Our threecore values, and the behaviours that support them, guide everything we do and set out what we expect of our staff in the way they treat patients, visitors, service users and each other,Committed to Excellence,WorkingTogether and Facing the Future.
We are also proud to host the Defence Medical Group South East at Frimley Park with military surgical, medical and nursing personnelworkingalongside the hospital's NHS staff providing care to patients in all specialties
Job description
Job responsibilities
- Act as a point of contact for the Head of Legal Services and Deputy Head of Legal Services , referring issues and taking appropriate actions.
- Ensure that all communications for the Head of Legal Services and Deputy are dealt with in an effective and efficient manner, including the making and receiving of telephone calls and the monitoring of email accounts.
- Receive and process highly complex information and reports relating to inquests and claims ensuring that they are accurately recorded on the Trust reporting system.
- To be responsible for the specific monitoring of the release of records within the legal timeframes using excel charts to monitor compliance.
- Responsible for the collating, reviewing, and saving medical records from a variety of electronic systems to ensure a comprehensive record is sent to the coroner or solicitor in a format that is logical and clear for the receiving parties.
- To keep an accurate record of the movement of patient medical records and confidential files.
- To build and sustain good working relationships with staff at all levels of the Trust, external solicitors, coroners courts and other stakeholders. Deal with postal and telephone enquiries from staff, external agencies and the general public as necessary to ensure an efficient and appropriate response.
- To prioritise workload on a daily basis.
- To develop and maintain an efficient and effective filing system electronically and create a bring forward system for the same.
- To develop and maintain databases for the recording of statistics/information required by the Department/Directorate.
- To promote a professional image within the Department.
- To be responsible for ensuring that papers are received and/or prepared for meetings, co-ordinate and prepare agendas including the typing of reports and minutes of meetings.
- To arrange meetings and appointments as required.
Note to Applicants:
1) This post will be based at Wexham Park Hospital
2) Please do not apply if you have already submitted application for this post previously.
Job description
Job responsibilities
- Act as a point of contact for the Head of Legal Services and Deputy Head of Legal Services , referring issues and taking appropriate actions.
- Ensure that all communications for the Head of Legal Services and Deputy are dealt with in an effective and efficient manner, including the making and receiving of telephone calls and the monitoring of email accounts.
- Receive and process highly complex information and reports relating to inquests and claims ensuring that they are accurately recorded on the Trust reporting system.
- To be responsible for the specific monitoring of the release of records within the legal timeframes using excel charts to monitor compliance.
- Responsible for the collating, reviewing, and saving medical records from a variety of electronic systems to ensure a comprehensive record is sent to the coroner or solicitor in a format that is logical and clear for the receiving parties.
- To keep an accurate record of the movement of patient medical records and confidential files.
- To build and sustain good working relationships with staff at all levels of the Trust, external solicitors, coroners courts and other stakeholders. Deal with postal and telephone enquiries from staff, external agencies and the general public as necessary to ensure an efficient and appropriate response.
- To prioritise workload on a daily basis.
- To develop and maintain an efficient and effective filing system electronically and create a bring forward system for the same.
- To develop and maintain databases for the recording of statistics/information required by the Department/Directorate.
- To promote a professional image within the Department.
- To be responsible for ensuring that papers are received and/or prepared for meetings, co-ordinate and prepare agendas including the typing of reports and minutes of meetings.
- To arrange meetings and appointments as required.
Note to Applicants:
1) This post will be based at Wexham Park Hospital
2) Please do not apply if you have already submitted application for this post previously.
Person Specification
Qualifications
Essential
- NVQ level 4 /BTEC or equivalent
- Computer Literate in Microsoft office, particularly Word and Excel.
Desirable
- Knowledge of Databases
- Familiarity with Medical Terminology
- Knowledge of the NHS
- Knowledge of Complaints Procedures
Experience
Essential
- Good interpersonal skills, the ability to deal tactfully and ethically with matters of confidential and sensitive nature.
- Able to always maintain a high level of confidentiality.
- Able to remain calm under pressure and be motivated with a flexible approach to the changing priorities of the service.
- Flexible working hours to meet the service needs.
Desirable
- NHS experience Legal knowledge/qualification
Skills & Knowledge
Essential
- Strong communication and negotiation skills, written and verbal.
- Able to deal with Courts and External Solicitors
- Logical reasoning and analytical skills
- Ability to work to tight deadlines.
- Organised and self motivated
- Able to manage own workload.
- Deal effectively with a wide range of people.
- Work effectively as part of a team.
- Attention to detail.
- Work using own initiative.
Desirable
- Experience of working in a legal services environment
- Experience in an administration/secretarial role
Special Requirements
Essential
- Frequent exposure to distressing or emotional circumstances. Some occasional exposure to highly distressing/emotional circumstances.
Desirable
- Must be able to travel between multiple sites efficiently and in a timely way.
Person Specification
Qualifications
Essential
- NVQ level 4 /BTEC or equivalent
- Computer Literate in Microsoft office, particularly Word and Excel.
Desirable
- Knowledge of Databases
- Familiarity with Medical Terminology
- Knowledge of the NHS
- Knowledge of Complaints Procedures
Experience
Essential
- Good interpersonal skills, the ability to deal tactfully and ethically with matters of confidential and sensitive nature.
- Able to always maintain a high level of confidentiality.
- Able to remain calm under pressure and be motivated with a flexible approach to the changing priorities of the service.
- Flexible working hours to meet the service needs.
Desirable
- NHS experience Legal knowledge/qualification
Skills & Knowledge
Essential
- Strong communication and negotiation skills, written and verbal.
- Able to deal with Courts and External Solicitors
- Logical reasoning and analytical skills
- Ability to work to tight deadlines.
- Organised and self motivated
- Able to manage own workload.
- Deal effectively with a wide range of people.
- Work effectively as part of a team.
- Attention to detail.
- Work using own initiative.
Desirable
- Experience of working in a legal services environment
- Experience in an administration/secretarial role
Special Requirements
Essential
- Frequent exposure to distressing or emotional circumstances. Some occasional exposure to highly distressing/emotional circumstances.
Desirable
- Must be able to travel between multiple sites efficiently and in a timely way.
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.
