Detailed job description and main responsibilities
Secretarial:
To present a professional and helpful image to Trust staff, external stakeholders and visitors, and be professional and helpful at all times. To receive visitors to the Legal Services Office, dealing with all enquiries in a sensitive and sympathetic manner and taking actions where necessary, within the remit of the role.
To manage the diary of the Deputy Director of Legal Services, prioritising appointments and taking the initiative in the event of conflicting priorities.
To provide support to the wider Legal Services Department, organising conferences, meetings and typing of correspondence where necessary.
To ensure all paperwork is available for meetings and court hearings as required and to maintain an awareness of ongoing issues in order to be able to tie up documentation correspondence appropriately, chasing up action where necessary.
To type correspondence, reports and other documents to a high standard and with due respect for confidentiality. To compose simple and routine correspondence on behalf of the Head of Legal Services when required.
To maintain a comprehensive filing system for the Legal Services department, ensuring files are up to date, archiving systems are catalogued and accessible, spreadsheets and databases are accurate and up to date and the medical records and disclosure of the same is organised, accurate and accessible. To assist with the maintenance of the Datix Claims Management System, including the inputting of new claims and inquest related information. The post holder will also be required to interrogate the system to identify the existence of SI reports, incident forms and complaints relating to a potential claim.
To maintain the archiving system in respect of closed claim files to ensure these are retained in accordance with Department of Health guidance.
To organise meetings as required, ensuring that venues, refreshments and any supplementary equipment are arranged in advance.
To facilitate the requesting and disclosing of medical records to solicitors, Coroners and others (where needed) on all legal matters, to ensure an accurate and up to date record of the disclosure position is maintained and is easily accessible. To utilise electronic administration systems to monitor the location of medical records, x-rays and other relevant documentation to obtain medical records, radiology and other relevant documentation. To ensure the accurate tracking of medical records on Medway PAS.
To open and stamp all incoming mail for the department, redirecting mail when necessary and ensuring that all urgent items are brought to their attention of the appropriate member of staff immediately.
To open and/or oversee the opening of all new matters within the department, ensuring that high standards are maintained and processes followed.
To assist in the introduction of new office systems and procedures to ensure an efficient and effective service within the Legal Services Department.
To take minutes at meetings as and when required.
In conjunction with the PA to the Director of Legal Services and other administrative staff in the team, to ensure that there is cover within the Legal Services office between 8.30 am and 5.00 pm.
To assess workload and prioritise regularly to ensure a smooth and efficient flow of service.
To assist the Director and Deputy Director of Legal Services with updating the Legal Services Intranet page when required.
To create and distribute DATIX reports across the Trust as required.
To comply with the requirements of the Data Protection Act, Access to Health Records Act
To assist the Deputy Director of Legal Services with managing the Trust’s Fleet insurance. This will involve inputting details onto the Motor Insurance Database (MID) and keeping an up-to-list list of the fleet of vehicles to be insured.
To order and maintain the Legal Services Office stationery and other supplies, using the NHS Supply and Integra systems.
Support relating to meetings:
To prepare, collate and distribute bundles, reports and records for pre inquest meetings and any other meeting where needed.
To set up venues in preparation for meetings, organising presentation/IT equipment and refreshments as required.
Administrative duties:
To deal with invoices, orders and requisitions that relate to the Legal Services Department. Dealing with enquiries from Accounts and outside agencies when required.
To assist in the organisation of Legal Services Training events.
To be responsible for maintaining annual leave, sickness and absence records for the Legal Services Department.
To undertake specific project work on behalf of the Head of Legal Services when required.
Other duties:
To supervise any other administrative staff working within the department, monitor work load and assist with prioritisation of work.
To undertake any other duties that may reasonably be required.
DEPARTMENTAL RESPONSIBILITIES
- To comply with all departmental health and safety policies.
- To maintain an awareness in relation to security in the department and to report potential problems to the appropriate staff.
- To assist with the day to day running of the office.
- To attend training sessions as appropriate.
- To assist and participate in staff induction programmes, as required.
- To adhere to all Trust and departmental policies and procedures.
- To attend statutory and mandatory training sessions
- To attend an annual appraisal interview