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Legal Services Assistant

8 months ago

Wakefield, United Kingdom Yorkshire Ambulance Service NHS Trust Full time

To work as part of a multi-disciplinary team responsible for responding to requests for release of ambulance records and information. To process on a day-to-day basis, requests for records and information from various sources, workload primarily being Data Protection requests (internal and external), Notices of Intended Prosecution, Police, Coroner, Court and Claims requests, in accordance with YAS Policies and Procedures and relevant legislation. To organise and maintain effective administrative procedures for the processing of such requests, including filing systems, photocopying and postal systems. To request and collate information from different departments within YAS and ensure these are received within the timescales set.

To maintain accurate and confidential files and database in order to process requests effectively. To ensure all requests are registered and acknowledged within the specified deadlines in accordance with the relevant procedure. To be responsible for the retrieval of ambulance records and information in response to Data Protection requests (internal and external), Police, Notices of Intended Prosecution, Coroner, Court and claims requests in an efficient and timely manner. To request and retrieve records from YAS storage systems and databases, including ONBASE, the CAD system, ePR and Restore storage.

To liaise with external and internal parties in order to coordinate and organise statements, witness availability and attendance at court. To exchange sensitive and confidential information in accordance with the YAS Policies and Procedures, external agencies procedures, the Data Protection Act, and other relevant legislation. To prepare statistical information from databases in accordance with reporting requests. To provide administrative support to the Legal Services Department across a full range of duties.

To provide cover for colleagues as appropriate, which may require working from an alternative location. To independently reply to and action correspondence where necessary. To manage and prioritise own workload and provide administrative functions as requested to maintain service continuity using time management, organisation, and prioritisation skills. To maintain, regularly review and introduce new systems to effectively retain and retrieve information and correspondence in line with YAS procedures.

To demonstrate own activities to fellow employees and new starters where appropriate. To process cheques in accordance with YAS procedures.Provide and receive sensitive information and to deal with potentially emotional and distressing cases. To liaise with other members of the Legal Services Department, managers, staff, NHS Resolution, YAS motor insurers, legal advisors, solicitors, the Coroners Office, third parties, and other relevant persons, as appropriate. Support with the arrangements for staff attendance at Court hearings.

Ensure confidentiality of all appropriate matters in accordance with Caldicott and other relevant guidance and legislation, with YAS policies and procedures and with the advice of the Legal Services Coordinator / Manager / Head of Legal Services. To be responsible for adherence to YAS safety policies in areas specifically within your control. To demonstrate own activities to fellow employees and new starters where appropriate.