Bedfordshire Hospitals NHS Foundation Trust
An exciting opportunity has arisen in the Legal Services Department for a motivated person to work in an in-house legal team at Bedfordshire Hospitals NHS Foundation Trust.
The post holder will provide administrative support within the Legal Services Department to enable the effective conduct of all its functions, including clinical negligence claims, personal injury claims, and inquests. This role involves liaising with staff of all grades within the organization to gather and collate information for onward distribution.
Responsibilities include ensuring tasks and responsibilities delegated by the Head of Legal Services or Legal Officer are undertaken accurately and completed to a high standard within urgent timescales. The post holder will also manage office administration (stationery, services, etc.) to create a positive working environment.
Additionally, the post holder will manage the diaries of senior team members within the Legal Services Department and support the Trust's Quality and Safety Governance senior leadership team by providing high-quality administrative support to meetings.
Main Duties of the Job
The post holder is responsible for (this includes and is not limited to):
1. Providing general administrative support to the department, including printing/scanning, typing of documents, minutes of meetings, and maintaining departmental records.
2. Ensuring all urgent and/or confidential communications are received and distributed in a timely manner.
3. Arranging meetings, maintaining current memberships and terms of reference, preparing and circulating agendas, and producing minutes as required.
4. Making necessary arrangements to ensure the smooth running of meetings, including off-site strategic sessions.
5. Collating reports and information for multiple requirements, including both internal and external quality and safety meetings.
6. Dealing independently with routine yet complex matters in a professional and prompt manner.
7. Acting as the department's representative in verbal and written communications with others, promoting a professional image.
8. Handling enquiries to the team, maintaining a confidential and accurate message system.
9. Acting as a point of contact within the department for complex queries and passing on relevant information to appropriate team members.
10. Working collaboratively with other administrators/PAs within the Trust.
11. Contributing suggestions to improve departmental systems and processes.
12. Promoting a positive culture of learning, development, and professionalism.
13. Setting up appointments and creating induction timetables for new starters.
14. Undertaking appropriate training/education as required to maximize potential in the role.
Person Specification
Qualifications
* 5 GCSEs or equivalent, including Maths and English
* 3 A Level passes, or BTEC in business admin or equivalent level of experience
* Educated to NVQ 4 level in a relevant subject or equivalent level of qualification or significant equivalent previous experience
* RSA III Word Processing/typewriting or equivalent
* Training in advanced communication skills
* Training in the Datix or equivalent Risk Management System
Experience
* Experience of working in an NHS setting with clinical and non-clinical staff, or similar
* Previous secretarial or administrative experience gained in a similar role
* Experience of producing reports in a professional format
* Experience in administering groups and committees, including arranging meetings and producing minutes
* Experience of working in a healthcare and/or governance setting
* Experience of working in a legal services setting
Knowledge
* Good working knowledge of Microsoft Office - Word, Excel, PowerPoint
* Understanding of Confidentiality and Data Protection Act
* Strong use of Microsoft Outlook and web browsing software
* Knowledge of NHS issues including patient safety and governance
* Knowledge of NHS Resolution Reporting Process
* Knowledge of Trust incident reporting processes
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a submission for Disclosure to the Disclosure and Barring Service will be necessary to check for any previous criminal convictions.
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