Job summary
A challenging but rewarding role as part of a relatively new and busy team delivering a comprehensive and effective in-house legal service to clinical and non-clinical staff within the Trust. No legal experience or knowledge within or out with an NHS setting is essential as full training will be provided, however it would be beneficial.
The post holder will require excellent IT, organisational and communication skills and will provide an effective administration, case handler and personal assistant service to the team.
The post holder will be promoted to work autonomously with minimal supervision with advice and training available from team members when required.
The post holder will be required to process complex information and use their initiative in all aspects of their role to assist the team in prioritising work and meeting the demands and deadlines of the service.
This is an exciting, diverse and rare role for someone who wishes to broaden their autonomy and legal experience in an in-house environment, or for someone who is keen for a challenge in a new environment.
Main duties of the job
To provide senior administrative and ad-hoc personal assistance support in the day to day management of all legal cases on the caseload. The post holder under supervision will:
o Log and process cases from inception to conclusion o Liaise with relevant internal and external key stakeholders o Collate and distribute relevant information and documentation o Request and proof read witness statements o Draft documents and correspondence o Record information and maintain robust electronic records, ensuring that all information and documentation is maintained to a high standard.
It is essential that the post holder is able to exercise initiative suitable to the role in respect of any legal case. The post holder will support the team's inputting of data and quality reporting and monitoring of related data within Ulysses, and undertake general office duties. The post holder will also provide a range of personal assistant duties to the management within the team on an as required basis. Whilst the role is supervised, the post holder is expected to work autonomously, prioritising work and ensuring deadlines and agreed time frames are met.
About us
At NCIC, we have an ambition to deliver outstanding hospital and health services to half a million people. Established on 1st October 2019, the Trust is creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout north Cumbria and beyond. We're responsible for delivering over 70 services across 15 main locations and we employ more than 6,500 members of staff.
Our 5 key principles demonstrate our belief in the delivery of 'safe, high quality care every time'.
- Being a clinically led organisation
- Quality and safety at the heart
- A positive patient experience every time
- A great place to work
- Managing our money well
As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.
Job description
Job responsibilities
Please see attached Job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our policy for eligible vacancies?
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27 day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Job description
Job responsibilities
Please see attached Job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our policy for eligible vacancies?
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27 day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Person Specification
Qualifications
Essential
- oMinimum of 5 GCSEs including English and Mathematics or equivalent.
- NVQ Level 3 or relevant experience
Desirable
- oQualification in law, eg Degree
- Qualification in administration or equivalent
Experience
Essential
- oExperience of working within an office administration environment
- oRecent personal assistance and administrative experience with the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines
- oExperience of dealing with internal and external stakeholders and a range of different queries, some of which may not be routine (signposting external stakeholders to other dept if query is not felt to be of a legal nature) Maintaining robust, complex files
- oExperience of case handling/coordinating
- oLiaison with external agencies on specialist risk management and legal processes, or equivalent
- oCoordination of multiple and complex multi-stranded activities
- oComputer literate with experience of Microsoft Office Suite and use of complex database management systems
- oWorking to deadlines
Desirable
- oManaging legal cases/processes within an NHS setting
- oUsing relevant NHS electronic systems (risk management and clinical records)
Knowledge
Essential
- oKnowledge of a wide range of law, legislation and legal practice and terminology. or a willingness to learn
- oKnowledge of secretarial and administrative procedures and systems
- oUnderstanding of NHS structures and how the Trust operates, to include governance processes, or willingness to learn
Desirable
- oKnowledge of management of Legal Services business within the NHS
Skills & Aptitudes
Essential
- oProficient IT user, conversant with Microsoft family of programmes and NHS IT packages required to effectively carry out the role
- oAbility to identify and escalate any potential issues so as to avoid any Trust reputational issues.
- oAbility to manage and coordinate multiple and complex cases, tasks and activities in a timely and accurate manner.
- oAbility to work independently and manage own workload, and to the required timescales.
- oAbility to decipher and read legal documentation.
- oEfficient in time management
- oBe able to critically analyse multi-faceted information
- oAbility to recognise, propose and implement change within own area of activity
- oAnalytical and problem solving
- oAbility to communicate effectively with all disciplines of staff and external organisations/individuals in a clear and effective manner, including face-to-face, telephone and email contact and at internal and external meetings
- oAbility to deal with complex situations/difficult/sensitive people and resolve conflict The ability to make judgments involving facts of situations, some of which require analysis
- oProvide and receive complex and/or confidential information
- oAbility to follow policies and procedures and comment/suggest proposals for new or improved policies and procedures in own area as well as Trust wide to benefit stakeholders and the service being provided
- oAbility to be part of recruitment process for new team members
- oGood writing skills
- oDemonstrate organisational and diary management skills
- oMaintain concentration and attention to detail whilst also dealing effectively with interruptions
- oWork on own initiative, prioritise work and consistently meet deadlines
- oInnovative and a positive attitude to change
- oSensitive and compassionate outlook for dealing with distressed people involved in legal matters
- oA sound understanding of confidentiality
Personal Circumstances
Essential
- oRecognised team player
- oFlexible and adaptable
- oLight physical effort for short periods
- oBe able to work effectively within a constant changing environment and cope with pressurised working
- oBe proactive in problem solving and use of own initiative
- oBe able to work with diversity
- oAble to project the Trust's Values when dealing with all stakeholders
- oHighly motivated self-starter, able to act on own initiative, as well as work within a team
- oDemonstrates resilience, confidence and self-belief when working to strict deadlines
- oFrequent indirect exposure to distressing or highly emotional circumstances
Person Specification
Qualifications
Essential
- oMinimum of 5 GCSEs including English and Mathematics or equivalent.
- NVQ Level 3 or relevant experience
Desirable
- oQualification in law, eg Degree
- Qualification in administration or equivalent
Experience
Essential
- oExperience of working within an office administration environment
- oRecent personal assistance and administrative experience with the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines
- oExperience of dealing with internal and external stakeholders and a range of different queries, some of which may not be routine (signposting external stakeholders to other dept if query is not felt to be of a legal nature) Maintaining robust, complex files
- oExperience of case handling/coordinating
- oLiaison with external agencies on specialist risk management and legal processes, or equivalent
- oCoordination of multiple and complex multi-stranded activities
- oComputer literate with experience of Microsoft Office Suite and use of complex database management systems
- oWorking to deadlines
Desirable
- oManaging legal cases/processes within an NHS setting
- oUsing relevant NHS electronic systems (risk management and clinical records)
Knowledge
Essential
- oKnowledge of a wide range of law, legislation and legal practice and terminology. or a willingness to learn
- oKnowledge of secretarial and administrative procedures and systems
- oUnderstanding of NHS structures and how the Trust operates, to include governance processes, or willingness to learn
Desirable
- oKnowledge of management of Legal Services business within the NHS
Skills & Aptitudes
Essential
- oProficient IT user, conversant with Microsoft family of programmes and NHS IT packages required to effectively carry out the role
- oAbility to identify and escalate any potential issues so as to avoid any Trust reputational issues.
- oAbility to manage and coordinate multiple and complex cases, tasks and activities in a timely and accurate manner.
- oAbility to work independently and manage own workload, and to the required timescales.
- oAbility to decipher and read legal documentation.
- oEfficient in time management
- oBe able to critically analyse multi-faceted information
- oAbility to recognise, propose and implement change within own area of activity
- oAnalytical and problem solving
- oAbility to communicate effectively with all disciplines of staff and external organisations/individuals in a clear and effective manner, including face-to-face, telephone and email contact and at internal and external meetings
- oAbility to deal with complex situations/difficult/sensitive people and resolve conflict The ability to make judgments involving facts of situations, some of which require analysis
- oProvide and receive complex and/or confidential information
- oAbility to follow policies and procedures and comment/suggest proposals for new or improved policies and procedures in own area as well as Trust wide to benefit stakeholders and the service being provided
- oAbility to be part of recruitment process for new team members
- oGood writing skills
- oDemonstrate organisational and diary management skills
- oMaintain concentration and attention to detail whilst also dealing effectively with interruptions
- oWork on own initiative, prioritise work and consistently meet deadlines
- oInnovative and a positive attitude to change
- oSensitive and compassionate outlook for dealing with distressed people involved in legal matters
- oA sound understanding of confidentiality
Personal Circumstances
Essential
- oRecognised team player
- oFlexible and adaptable
- oLight physical effort for short periods
- oBe able to work effectively within a constant changing environment and cope with pressurised working
- oBe proactive in problem solving and use of own initiative
- oBe able to work with diversity
- oAble to project the Trust's Values when dealing with all stakeholders
- oHighly motivated self-starter, able to act on own initiative, as well as work within a team
- oDemonstrates resilience, confidence and self-belief when working to strict deadlines
- oFrequent indirect exposure to distressing or highly emotional circumstances
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
