Legal Services Administrator

An exciting opportunity has arisen in the legal Services team for a motivated person to work with the legal team.

To provide administrative support within the Legal Services Department to enable the effective conduct of all its functions including, but not limited to, clinical negligence claims, personal injury claims, child protection and safeguarding cases and support court action for inquests. The post holder will liaise with staff of all grades within the organisation to gather and collate information for onward distribution.

To ensure the tasks and responsibilities delegated by the Head of Legal Services or Legal Officer are undertaken accurately, are fulfilled within urgent timescales, and completed to a high standard. To be ensure that the office administration (stationery, services etc.) are organised and conducive to a positive working environment.

To manage diaries of senior team members within the Legal Services Department and to support the Trust’s Quality and Safety Governance senior leadership team by providing high quality administrative support to meetings.

The post holder is responsible for (this includes and is not limited to):

To provide administrative support within the Legal Services Department to enable the effective conduct of all its functions including, but not limited to, clinical negligence claims, personal injury claims, child protection and safeguarding cases and support court action for inquests. The post holder will liaise with staff of all grades within the organisation to gather and collate information for onward distribution.

To ensure the tasks and responsibilities delegated by the Head of Legal Services or Legal Officer are undertaken accurately, are fulfilled within urgent timescales, and completed to a high standard. To be ensure that the office administration (stationery, services etc.) are organised and conducive to a positive working environment.

To manage diaries of senior team members within the Legal Services Department and to support the Trust’s Quality and Safety Governance senior leadership team by providing high quality administrative support to meetings.

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.

We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.

All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.

Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.

Taking a flexible approach, prioritise own workload to meet deadlines, discussing conflicts with the relevant manager.

To provide general administrative support to the department, including printing/scanning, typing of documents, minutes of meetings and maintaining departmental records.

Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

Arrange meetings, maintenance of current memberships and terms of reference, preparing and circulating agendas, and producing minutes as required. Receive papers, collate and distribute agenda and papers, both internally and externally.

Make necessary arrangements to ensure the smooth running of the meetings, including off-site strategic sessions by booking appropriate venues and organising AV and catering requirements.

Collate reports and information for multiple requirements including both internal and external quality and safety meetings as directed by the Deputy Director of Quality and Safety Governance.

Deal independently with routine yet complex matters in a professional and prompt manner. Act as the Department’s representative in verbal and written communications with others, whether internal or external to the Trust, promoting a professional image.

Deal with enquiries to the team, which includes liaising with service users, relatives and professionals from external agencies and the Trust, maintaining a confidential and accurate message system.

Act as a point of contact within the department, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.

Working together with other administrators/PA’s within the Trust to provide an effective network of communication including dealing with visitors to the Trust and being flexible to cover other administrators’ general duties on an ad hoc basis.

Contribute suggestions to the team for consideration when an idea for change to systems and processes may help to improve departmental systems, processes or workload.

Act in such a way as to promote a positive culture of learning, development and professionalism within the services, where all staff understand and are involved in working together towards the achievement of Departmental and Trust objectives.

On behalf of heads of department and under their direction, set up appointments and create induction timetables for new starters ensuring that relevant training and access to IT systems are organised.

Undertake appropriate training/education as required in order to maximise potential in the role.