Legal Services Assistant

2 weeks ago

Wakefield, United Kingdom Yorkshire Ambulance Service NHS Trust Full time

An exciting opportunity has arisen for a part time Legal Services Assistant to join the Legal Services Department on a 12 month secondment/fixed term basis until September 2024.

The role would be in line with YAS' hybrid working policy, either working from home or from dedicated hybrid working areas at Ambulance Headquarters, Wakefield and would work alongside other Legal Services Assistants within the busy, varied and fast paced Legal Services Department at Yorkshire Ambulance Service NHS Trust.

The role will provide administrative support for processing disclosure requests from police forces, interrogating systems, collating information, and redacting documents to ensure the appropriate and timely release of information and records in line with UK GDPR and the Data Protection Act 2018.

The role will involve liaising with external authorities such as the police, local authorities, social services, solicitors, and legal representatives along with internal staff members so excellent interpersonal and communication skills and the ability to prioritise workloads is an absolute must.

Yorkshire Ambulance Service NHS Trust ("YAS") geographically covers nearly 6,000 square miles of varied terrain, from isolated moors and dales to urban areas, coastline and inner cities.

We serve a population of over five million people across Yorkshire and the Humber and strive to ensure that patients receive the right response to their care needs as quickly as possible, wherever they live.

We employ more than 5,800 staff, who together with over 1,100 volunteers, enable us to provide a vital 24-hour, seven-days-a-week, emergency and healthcare service.

**Our values**: Compassion, One Team, Integrity, Innovation, Empowerment, Resilienceare at the heart of all we do.
- 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 spreadsheets 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 Trust procedures.
- To use, maintain, and develop documents in a range of software including Word, Excel, Access, PowerPoint, Adobe Acrobat, DATIX Cloud IQ, Microsoft Edge/Google Chrome and Outlook.
- To ensure that strict confidentiality is maintained at all times.
- To attend any mandatory training courses, including training relating to patient information systems and other computer software deemed appropriate by the Legal Services Coordinator / Manager / Head of Legal Services.
- To demonstrate own activities to fellow employees and new starters where appropriate.
- To process payments 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 Resolu

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