Job summary
An exciting opportunity has arisen for an enthusiastic individual to join the Legal Services Department as a Legal Services Assistant. The appointee, will work closely with the Trust Solicitors and Legal Services Director to provide confidential and high quality assistance in achieving compliance with legislation and court deadlines.
To assist in the day to day administration of the legal services department including but not limited to the administration of civil and criminal matters requiring disclosure. The role will involve general administrative duties, disclosure of records and statements, confidentially and liaison with third parties.
Main duties of the job
The post holder will be required to work independently to support the workload of the Legal Services Director and complete administration tasksfor the Legal Services Director including minuting meetings, diary management and dealing with post.The post holder will be required to liaise with external organisations and agencies including NHS Resolution, Coroners, Local Authorities andbarristers chambers.
The post holder will be required to facilitate, administrate and process disclosure requests relating to civil and criminal matters, ensuring requestsand responses are logged accurately and consistently., review documentation for disclosure requests and redact documentation wherenecessary. There will be a requirement to prepare and check legal documents with accuracy. Theywill be frequently exposed to information (through the legal process) relating to distressing or emotional circumstances such as death, serious illnesses and serious incidents
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
Assistant to the Legal Services Director and Trust Solicitors
- To receive and process all incoming mail/correspondence appropriately
- Taking the initiative when dealing with the post, emails and issues arising from telephone enquiries relating to all matters of the work of the Legal Services Director. Action appropriately on behalf of the Legal Services Director and ensure messages and actions are brought to their attention, as appropriate, including supporting relevant information
- Manage the diary for the Legal Services Director coordinating meetings, booking rooms and appropriate equipment. Ensuring appropriate access to the Legal Services Director at all times
- Typing/preparing documents relating to legal cases as directed, collate reports together with other written material, in a timely fashion and be appropriately presented
- Organise travel arrangements and accommodation, as appropriate
- Collate information for external, corporate and internal meetings
- Prepare agendas, take minutes and prepare papers for meetings as directed
- Set first draft agendas for meetings as directed
- Liaise with external organisations and agencies, relevant to the work of the Head of Legal & Governance (providing effective and helpful first line liaison) such as the NHS Resolution , the office of HM Coroner, Information Commissioner, Clinical Commissioning Group, external legal firms and barristers chambers
- Assist the Legal Services Director and Trust Solicitors with ongoing legal cases, access to patient information under the Data Protection Act and Access to Medical Records Act Ensure that the electronic system and database is maintained and up to date in relation to the above
- Facilitate, administrate and process disclosure requests relating to civil and criminal matters on a day-to day basis. Ensuring requests and responses are logged accurately and consistently and retained in line with internal processes and procedures
- Review documentation, including sensitive and potentially distressing subject matter and photographs, provided for disclosure requests ensuring it is accurate and consistent and complies with what has been requested. Redact records in line with legislation as required prior to disclosure
- Create legal templates and documents in addition to a file retrieval and management system
- The post holder will be required to work independently to support the workload of the Legal Services Director and wider legal team
- The post holder will be required to prepare and check legal documents and associated papers with accuracy
- The post holder will be frequently exposed to information (through the legal process) relating to distressing or emotional circumstances such as death, serious illnesses and serious incidents. The post holder may also be exposed to complainants or litigants in person who are distressed and angry
- The post holder will be required to have a good knowledge of IT packages; including Word, Excel, Powerpoint, DATIX and the e-mail system
- To ensure an efficient and effective filing and tracking system is in place and that key files/papers are extracted for meetings/appointments
- To prioritise workload to ensure deadlines are met. Determine own work priorities in accordance with legal requirements and Trust policies and procedures to ensure deadlines are met
- To attend relevant meetings as and when required
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
Assistant to the Legal Services Director and Trust Solicitors
- To receive and process all incoming mail/correspondence appropriately
- Taking the initiative when dealing with the post, emails and issues arising from telephone enquiries relating to all matters of the work of the Legal Services Director. Action appropriately on behalf of the Legal Services Director and ensure messages and actions are brought to their attention, as appropriate, including supporting relevant information
- Manage the diary for the Legal Services Director coordinating meetings, booking rooms and appropriate equipment. Ensuring appropriate access to the Legal Services Director at all times
- Typing/preparing documents relating to legal cases as directed, collate reports together with other written material, in a timely fashion and be appropriately presented
- Organise travel arrangements and accommodation, as appropriate
- Collate information for external, corporate and internal meetings
- Prepare agendas, take minutes and prepare papers for meetings as directed
- Set first draft agendas for meetings as directed
- Liaise with external organisations and agencies, relevant to the work of the Head of Legal & Governance (providing effective and helpful first line liaison) such as the NHS Resolution , the office of HM Coroner, Information Commissioner, Clinical Commissioning Group, external legal firms and barristers chambers
- Assist the Legal Services Director and Trust Solicitors with ongoing legal cases, access to patient information under the Data Protection Act and Access to Medical Records Act Ensure that the electronic system and database is maintained and up to date in relation to the above
- Facilitate, administrate and process disclosure requests relating to civil and criminal matters on a day-to day basis. Ensuring requests and responses are logged accurately and consistently and retained in line with internal processes and procedures
- Review documentation, including sensitive and potentially distressing subject matter and photographs, provided for disclosure requests ensuring it is accurate and consistent and complies with what has been requested. Redact records in line with legislation as required prior to disclosure
- Create legal templates and documents in addition to a file retrieval and management system
- The post holder will be required to work independently to support the workload of the Legal Services Director and wider legal team
- The post holder will be required to prepare and check legal documents and associated papers with accuracy
- The post holder will be frequently exposed to information (through the legal process) relating to distressing or emotional circumstances such as death, serious illnesses and serious incidents. The post holder may also be exposed to complainants or litigants in person who are distressed and angry
- The post holder will be required to have a good knowledge of IT packages; including Word, Excel, Powerpoint, DATIX and the e-mail system
- To ensure an efficient and effective filing and tracking system is in place and that key files/papers are extracted for meetings/appointments
- To prioritise workload to ensure deadlines are met. Determine own work priorities in accordance with legal requirements and Trust policies and procedures to ensure deadlines are met
- To attend relevant meetings as and when required
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications and Training
Essential
- A level standard of education
- NVQ Level 4 or equivalent combination qualification/ experience
- Computer systems training, including Microsoft Office, email and database systems, or equivalent skills gained through experience
Desirable
- Evidence of ongoing professional training
- Legal training
Experience
Essential
- PA/Secretarial experience or experience of working in an administrative function
- IT packages eg; Word, Excel, Powerpoint, E-mail
- Experience of dealing with others to ensure information is provided on time and accurately.
- Arranging meetings, minuting meetings and diary management
Desirable
- Experience within a healthcare setting
- Experience within a legal setting
- Experience as paralegal
Knowledge and skills
Essential
- Good working knowledge of legal systems and processes
- Excellent organisational skills
- Excellent communication skills both verbal and written
- Ability to work under pressure
- Ability to work on own initiative and within a team
- Maintaining strict confidentiality
- Ability to meet challenging deadlines
- Judgment skills to know when to escalate issues
Desirable
- Understanding of NHS
- Understanding of legal processes
Personal Attributes
Essential
- Well organised, methodical - able to plan, coordinate, prioritise their own workload
- Self motivated and able to motivate others
- Ability to work with minimum supervision Has attention to detail, able to work accurately, identifying errors quickly and easily
- Approachable and helpful
- Tact and discretion
- Able to adapt to change
- Able to work flexibly to meet the needs of the team
- Able to build and sustain working relationships
Person Specification
Qualifications and Training
Essential
- A level standard of education
- NVQ Level 4 or equivalent combination qualification/ experience
- Computer systems training, including Microsoft Office, email and database systems, or equivalent skills gained through experience
Desirable
- Evidence of ongoing professional training
- Legal training
Experience
Essential
- PA/Secretarial experience or experience of working in an administrative function
- IT packages eg; Word, Excel, Powerpoint, E-mail
- Experience of dealing with others to ensure information is provided on time and accurately.
- Arranging meetings, minuting meetings and diary management
Desirable
- Experience within a healthcare setting
- Experience within a legal setting
- Experience as paralegal
Knowledge and skills
Essential
- Good working knowledge of legal systems and processes
- Excellent organisational skills
- Excellent communication skills both verbal and written
- Ability to work under pressure
- Ability to work on own initiative and within a team
- Maintaining strict confidentiality
- Ability to meet challenging deadlines
- Judgment skills to know when to escalate issues
Desirable
- Understanding of NHS
- Understanding of legal processes
Personal Attributes
Essential
- Well organised, methodical - able to plan, coordinate, prioritise their own workload
- Self motivated and able to motivate others
- Ability to work with minimum supervision Has attention to detail, able to work accurately, identifying errors quickly and easily
- Approachable and helpful
- Tact and discretion
- Able to adapt to change
- Able to work flexibly to meet the needs of the team
- Able to build and sustain working relationships
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).
