Job info	Job info details
Job title	Senior Legal Support Officer
Strategic team/Directorate	Corporate Services
Service	Legal Services
Business unit	Legal Services
Responsible to (day to day issues)	Office Manager – Legal Services
Accountable to (line manager)	Office Manager – Legal Services
Salary grade	F
JE ref	LEG18

1. Key purpose of job

• The postholder will provide an efficient and effective administrative and technical support, across all specialisms within the legal services team, including correspondence, monitoring of mailboxes and maintenance of case management systems and the management of Physical and digital records and files.
• To compile and lodge with the courts, advocates and parties, on behalf of the department, complete and accurate court bundles (both digital and hard copy), strictly to fixed deadlines and in compliance with HMCTS and judicial practice directions.
• Submitting timely and accurate applications on behalf of the solicitors, to court, in order to secure Single Justice Process hearing dates, utilising the Court Service Portal. Timely and accurately, sending out prosecuting notifications and supporting evidence to defendants. 
• Management of the corporate records function for a wide spectrum of corporate contracts or deeds ensuring accurate database management and compliance with retention schedules. Including the management of physical, as well as digital records.

2. Anticipated outcomes of post

• All specialisms of the Legal Section will receive effective administrative and technical support. Maintenance of relevant databases and record systems etc.
• All Court bundles will be lodged at court, on time, complete and accurate as per paragraph 1.2 to facilitate the proper functioning of legal hearings and tribunals.
• All necessary paperwork and submissions for Single Justice Panel Court Cases will have been drafted and submitted appropriately and within stipulated time scales to enable the case to proceed.
• The Corporate Record function (digital and physical records) for corporate contracts and deeds including property deeds and records will be efficiently managed and an accurate database maintained. 

3. List key duties and accountabilities of the post

• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• Providing a comprehensive range of Business support functions to the Legal Section’s specialist areas:
  • Children and Adults Team; 
  • Planning, Property and Environment Team;
  • Licensing, Litigation and Insurance Team; 

including managing appointments, managing e-mails, creating reports utilising Microsoft and other IT applications, including specialist applications. Ordering stationery, goods and services and engaging couriers for the teams, in accordance with agreed purchasing procedures and utilising the relevant finance and purchasing systems and portals. Take accurate minutes and notes and maintain detailed records. 

• Routinely assisting the Office Manager in the processing of information and other administrative duties, as necessary, including raising purchase orders and paying invoices, using the FIMS system. 
• To be the first point of contact for general queries on behalf of the legal team, either in person, via telephone or e-mail. Managing generic front facing mailboxes (legal prosecutions, ACV, legal child, adults legal, legal claims) and either using discretion to respond /deal with the enquiry or triaging and referring to the correct team colleague within relevant legal timescales.
• Adopting a pro-active approach to developing, improving & implementing business work methods and office systems, contributing to the development of new systems and procedures to improve the efficiency of the service.
• Working to strict, often urgent and non-negotiable deadlines, use specialist software (IKEN), to produce daily, the high volume of court bundles and files, for court hearings across all tribunals (Magistrates, County Court, etc.) including child protection care hearings, prosecution and SJP hearings. 
• Accessing the HMCTS court portal, to submit the bundles and files to the judge and court office, in a timely manner.  Often reprioritising, at their own discretion, their tasks to meet short notice deadlines. 
• Interrogating and reconciling weekly, court application fee reports against case management system, ensuring accurate accounting is being undertaken.
• Using the LACH system, and working with colleagues, entering of personal injury / property   damage claims on to the specialist system.
• Maintenance of Physical and Digital Property records for the Authority and relevant arms- length companies including TDA and Tor Vista Homes, will be recorded, maintained and managed in an effective and accurate manner, ensuring ease of access and retrieval.
• Utilising the Land Registry Business Services portal, lodge applications and charges with the Land Registry and using their own initiative to identify the relevant data required, conduct land registry searches.
• Responsible for preparing and applying the Authorities seal to legal documents prior to securing the appropriate signature to execute the document. 
• Compiling detailed analysis of income data /statistics / correspondence, across the 4 legal professional areas, on a routine and ad hoc basis.
• Routinely assisting the Head of Legal Services with diary management and provision of management information as requested, to support service delivery and improvement.
• In liaison with the NHS Trust, where required, place and release charges on clients’ properties to secure social care debt, utilising the Land Registry Portal.
• Responsible for recording new prosecution referrals and their outcomes via a shared spreadsheet, up-dating instructing Client Department.
• Request on behalf of the department court transcripts, Child protection police interviews and   other video evidence, completing relevant mandated court service forms, within strict time scales, liaising with appropriate third-party transcribers.
• Undertake the raising and payment of invoices and payment requests in accordance with   the Council’s Financial Regulations often to high value. 

4. Budgetary/Financial Responsibilities of the post

• Assist Office Manager in the maintenance of £30,000 Imprest Bank account and reconciling same on a regular basis.

5. Supervision/Line Management Responsibilities of the post

• No direct line management. 
• Assist in the training of work experience/apprentices/new members of staff. 

6. Working environment and conditions of the post

• The post-holder operates in a busy environment, governed by the need to meet deadlines, in a context of changing priorities.
• The post-holder is at risk of exposure to sensitive data/material/images which may cause distress, as a result of processing data and file management. 

7. Physical demands of the post

• In accordance with the agreed manual handling procedure and risk assessments, the post-holder may be required to handle heavy documentation, e.g., Court bundles, boxes of files etc., which can be large, heavy or numerous.
• The post-holder to be responsible for collecting and taking post and parcels to the post room.
• Display Screen Equipment work. 

8. Specific resources used by the post

• Normal office and agile working equipment. 
• FIMS, Adobe DC, Iken, MapInfo, Liquid Logic, LACHS, Claims Portal, CRU e-service, Land Registry portal, HMCTS software systems in addition to the usual suite of systems. 
• The post-holder is required to ensure the security of confidential and sensitive material when transporting and using files and computers when travelling and working away from the office. 
• Physical large mechanical legal seal impress. 

9. Key contacts and relationships

• External - Contact with external legal professionals (e.g., solicitors, barristers) and organisations, the Court Service (HMCTS), Devon & Cornwall Constabulary, partner local authorities (NHS Trust FaB Team).  Service Users and Members of the Public.
• Internal - Specialist service Team members, other colleagues in Legal Services and officers in client directorates including Children’s Services). 

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job. 

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children’s Services are the Safeguarding Leads for the Council.
• The post is eligible for both hybrid home working. Office work is required by business need dictates. 
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Senior Legal Support Officer
Strategic team/Directorate	Corporate Services
Service	Legal Services
Business unit	Legal Services

Skills and effectiveness

Essential skills and effectiveness

• Proven organisational and time management skills. 
• Ability to meet challenging deadlines within a regulated, statutory environment and work with completing demands across a diverse range of disciplines.
• IT proficient.
• Ability to research, collate and interpret information from a variety of sources and use the information appropriately.
• Ability to work on own initiative and as a strong team player.
• Thorough, organised, and methodical approach to work, Diligence and attention to detail high degree of accuracy in all aspects of role. 
• Excellent interpersonal and communication skills, both written and verbal, including the ability to communicate effectively with work colleagues, service users, all levels of the Authority and external organisations.
• Able to handle confidential and sensitive information discretely and tactfully.
• This role requires the ability to fulfil all spoken aspects of the role with confidence and fluency in English.

Desirable skills and effectiveness

N/A

Knowledge

Essential knowledge

• Familiarity with standard legal administrative procedures. 
• Working knowledge of Microsoft Office applications. 
• Understanding of the principles of Data Protection and the General Data Protection Regulation. 

Desirable knowledge

• Working knowledge of standard legal administrative procedures. 
• Working knowledge of the Court Service Portal and IKEN software. 
• Working knowledge of similar legal service and client area. 

Experience and achievements

Essential experience and achievements

• Experience of a role with conflicting work priorities or deadlines. 
• Experience of working with sensitive and confidential information. 
• Experience of responding to a wide range of enquiries both on the telephone and in person. 
• Experience of providing good customer service. 
• Experience of maintaining physical or digital records or files. 

Desirable experience and achievements

• Work within a legal / paralegal environment. 
• Experience of the preparation of Court Bundles. 
• Experience of utilising the Court Service Portal.  
• Experience of working within a multi-disciplinary team. 
• Working in local government or other large public authority organisation. 

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to ‘A’ level standard or equivalent such as NVQ 2/3 in Business and Administration as a minimum (to prove ability to research and analyse information) or equivalent. 

Desirable qualifications/professional memberships

• European Computer Driving Licence or equivalent qualification (Use of IT qualifications (Word Processing / Spreadsheets).
• Customer Care qualification.
• Legal qualification. 

Other requirements

Other requirements of the job role

• Demonstrates a commitment to safeguard and promote the welfare of children and young people. 
• Ability to travel efficiently around the Bay/South West/UK in order to carry out duties. 
• Ability to accommodate unsociable hours. 
• Ability to accommodate shift patterns. 
• Ability to accommodate on-call working. 
• Ability to accommodate occasional/permanent home-working.