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Legal Admin Assistant

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Job Summary

Employment Term:
Full time, Permanent
Working Pattern:
Full time
Advert Start Date:
23/11/2018
Advert End Date:
Closed for applications on 09/12/2018 23:59
Salary:
£18,870 - £20,541
Hours per week:
37
Job Category:
Legal
Vacancy ID:
102719
Employment Location:
Badminton Road
Post Number:
CR3803/846/EP

Job details 

Closing date:
9 Dec


Please note

This job is closed for applications.

Further information

Summary of Post

Under the managerial control of the Deputy to the Head of Legal, Governance and Democratic Services and in co-operation with other Administrative Assistants to provide a fully comprehensive administrative support service to the Legal Services .

The Division deals with members of the public, other professionals, councillors and South Gloucestershire Council officers. You will have excellent interpersonal skills, be tactful, articulate and be able to work under pressure with meticulous accuracy and attention to detail. This is a very busy post requiring initiative and the ability to prioritise workloads whilst being flexible when presented with conflicting demands. Confidentiality is paramount.

We are a small and friendly team. Teamwork is as important as the ability to work on your own initiative whilst maintaining a good sense of humour.

South Gloucestershire Council is committed to treating everyone fairly, to challenging inequalities and to promoting equality of opportunity for all. We welcome applications from everyone and value diversity in our workforce.

Main Duties

To provide an efficient, fully comprehensive and confidential administrative service to the Legal Services.

To act as the first point of contact for callers and visitors (in person or on the telephone) to the Division, redirecting these to the appropriate member of staff.

Using a specialist legal case management system (Solcase/Visualfiles) to process work requests received from officers.

To communicate with other professionals and the courts to file and serve legal documents and to use specialist software to prepare, update and distribute court bundles.

Managing the court diary, scheduling tasks and forward planning work requirements to meet court deadlines.

To process the payment of invoices using specialist software.

To maintain and order stationery supplies for the Division as required.

To maintain the Division’s filing, paper and electronic records and indexing systems (current and archive) ensuring the maintenance of adequate security, particularly of confidential and personal papers.

To ensure that computerised directories are maintained, work is saved and indexed and back-up of work is undertaken in accordance with departmental and divisional procedures.

To process incoming and outgoing correspondence and to undertake typing as required for the production of legal documentation, letters, memoranda, papers, agendas, reports for Committee/Sub-Committee (as appropriate).

To arrange meetings / book training courses on behalf of Legal Services staff and to make appropriate travel arrangements.

To undertake administrative duties which may arise from the Solicitors’ membership of professional bodies, working parties etc.

To carry out such other duties as required and which are commensurate with the grade of the post.


Selection Criteria

To enable us to shortlist in a fair and unbiased way it is absolutely vital that you provide us with sufficient information to demonstrate how you meet or exceed the criteria outlined in the vacancy description. Please include this information in the knowledge, skills and experience section of the application form.

Essential

Excellent typing skills are essential.

General IT skills with a good knowledge of Microsoft packages

Ability to use initiative and to work under pressure, whilst remaining calm and professional and maintaining confidentiality at all times

Ability to multi-task and work to tight deadlines

Meticulous attention to detail

Good interpersonal and teamworking skills

Exemplifying the Council's values and behaviours.


Desirable

3 passes at GCSE including English Language.

Experience of using spreadsheets is desirable but not essential.

Significant secretarial and/or administrative experience.

Additional Information

For an informal discussion, once you have read the job summary, please contact Gill Sinclair, Deputy to the Head of Legal & Democratic Services on 01454 863039.

Our Values

Our staff need to have a ‘can-do’ attitude and adapt to the fast pace of change. They must work well with others to reach a common goal and be willing to embrace a partnership and inclusive approach to delivering efficient and effective services. They must use their initiative to deliver and take responsibility for their performance to help the team, department and council to achieve its goals and must make the best use of available knowledge, expertise and capacity in order to continuously improve the quality of services. Our managers are also required to demonstrate effective leadership qualities, shape and manage team plans and motivate their staff to achieve.


Safer Recruitment

South Gloucestershire is committed to safeguarding and promoting the safety and welfare of children, young people and vulnerable adults.

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