Administration Officer

4 weeks ago

Bradford, United Kingdom SkillsHouse Bradford Full time

Job Description

We are looking for applicants with experience of working in a busy office environment and using multiple IT packages, to join our team to provide administrative support to H.M. Coroner’s Office in accordance with the related statutory legislation.

The role is office based and located at HM Coroners Court in Bradford and covers the West Yorkshire Western coronial area.

In this role you will be the first point of contact for bereaved families, professional witnesses and outside agencies that contact or attend the Coroner Courts. You will support both the HM Coroner and also families, interested parties, witnesses and jurors when attending court.

Main Responsibilities

• To support HM Senior Coroner in the organisation of business and day-to-day operations, maintaining the Coroner’s Database of Deaths, as required by the Coroner’s (Investigations) Regulations 2013, working with information of an extremely sensitive and highly confidential nature.
• To co-ordinate the diary of HM Senior Coroner; organising and arranging appointments in liaison with the Coroner, other officers and organisations as required.
• Deal with complex and confidential incoming and outgoing correspondence , including emails and telephone calls, prioritising and advising HM Coroner as appropriate.
• To ensure that complaints are routed correctly and dealt with appropriately in accordance with the Coroners’ Charter.
• Process financial tasks within the team including e-procurement, receipting of goods and payment of invoices.
• Accurately prepare, collate and process payments to be made to doctors/pathologists and others in accordance with Local Authority Financial Procedures and statutory fees.
• Verify for payment the large number and variety of invoices relating to the Coroner’s Service and process them in accordance with Local Authority procedures and nationally or locally agreed fees. The types of invoices will include those from hospital trusts, toxicological, microbiological and virology services, doctors’ surgeries, funeral directors, translators, universities and others.
• Respond to queries into historic deaths – retrieving files from archives.
• Develop knowledge and understanding of all relevant policies, practices, legislation and codes of practice in relation to the Coronial Service, including the need to comply with relevant legislation such as GDPR and Freedom of Information.
• Provide administrative support to colleagues with minimum supervision, assisting with the word processing of correspondence and reports, including evidence from openings and closing of inquest hearings, commencement of Investigations; undertaking any necessary copying/printing/scanning.
• Assist with the jury summons process and associated documentation.
• Manage and maintain stationery levels for the team including raising purchase orders.
• Assist with the maintenance of the Coroner’s records systems and archiving of Coroner’s records for the West Yorkshire Western Area.
• Be able to identify errors in paperwork provided by Coroner’s Officers in the cases of reported deaths. Undertake appropriate enquiries to establish the correct information and prepare the necessary paperwork.
• Deal with reports of deaths to the Coroner, record information and convey details to the Coroner for his instructions regarding action to be taken. Liaise with Coroner’s Officers in carrying out the Coroner’s directions.
• Following referral of cases to the Coroner, issue relevant paperwork to the Registrar of Deaths, Orders for burial or cremation or authorisation to remove a body Out of England.
• Deal with requests for information relating to causes of death, requests for copies of post mortem examination reports and statements from external organisations, ensuring where necessary that accounts for payment are calculated and issued.
• To ensure inquests are recorded electronically using required equipment, deal with requests for transcripts and copy disks in line with Chief Coroner Guidance Notes.
• Prepare notes of evidence for interested parties, calculating costs and preparing accounts for payment.
• To take responsibility for continuous personal development, gaining new skills and undertaking training to enable pursuit of personal and team goals/ objectives whilst supporting and actively working with others, to achieve common goals and objectives of the Coroner’s Service.
• Carry out any other duties which fall within the broad scope and purpose of the post.

Minimum Qualification Level

Level 1

Essential and Desirable Skills

• Uses knowledge of Health, Safety and Environmental policies, procedures and regulations including risks in own area of work.
• Uses a range of complex IT packages relating to area of work.
• Ability to adopt a process of continual improvement and suggest ways of working more efficient and effectively to improve service delivery.
• Knows and understands how to use, interpret, handle and communicate information.
• Able to deal with highly sensitive, confidential and often distressing issues and evidence.
• Able to deal confidently and sympathetically with distressing and/or challenging situations, such as bereaved families.
• Enthusiastic and capable of working well under pressure.
• Able to work on own initiative, as well as being an active team player.
• Able to deal with internal and external customers both face to face and over the telephone.
• Able to work flexibly to accommodate the needs of the service.

Training Provided

Yes

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