Job Title. Legal & Governance Department Legal & Governance Team. Grade (if applicable) Location Speke

Transcription

1 Job Title Legal & Governance Department Legal & Governance Team Administrator Grade (if applicable) Location Speke Job Purpose To proactively support the provision of a high quality, responsive and customer-focussed service to the Group. To deliver legal secretarial support and administrative assistance in relation to the technical and advice services (legal, governance, insurance and data protection) provided by the team. Accountabilities or What You Have to Do You will do all or any of the following: Act as an initial point of contact for the team and deal with customer queries Provide an administrative and support service to all members of the Legal & Governance Team Locate the correct destination within the Group for incoming post, before logging, forwarding and following up if required Maintain a log of threatened and actual litigation and proceedings against the Group Carry out legal searches and enquiries both by telephone and online/by correspondence to protect Riverside s interests and to investigate legal titles Make simple applications to HM Land Registry Provide administrative support in connection with the operation of the legal panel. Create, format and amend legal documents in accordance with solicitors requirements and using legal precedent documentation where required Advise colleagues on the use of the legal panel Co-ordinate data subject access requests, dealing with queries and keeping track of deadlines/chasing up data, to ensure compliance with the Data Protection Act Act as personal assistant to the Director of Legal Services when required including diary and management, and administration of team personnel matters Book hotels and transport to support attendance at other locations. Process invoices and orders and provide budget support Investigate County Court Judgements relating to unpaid invoices and make applications to the Registry Trust to have them marked satisfied Assist with the administration of all aspects of meetings Format, save and photocopy reports and minutes, and upload documents to the intranet and extranet Research historical information/decisions Organise board member training Carry out administrative tasks relating to the appointment, resignation and records of board members 1

2 Carry out day-to-day office administrative functions to ensure that all records and files are maintained and held securely; and that information remains confidential Receipt, acknowledge and forward insurance claim forms with supporting information, in accordance with liability claims procedure, to protect the Group and ensure compliance with legal deadlines Assist with insurance claim administration to ensure that claims are processed correctly Act as administrator for intranet and extranet sites Key Performance Indicators Compliance with Riverside Communication Standards Assisting to ensure meeting papers are sent out within required timescales Ensuring all insurance claims are submitted within legal deadlines Ensuring all CCJs are removed or marked satisfied Dimensions Financial Staff Other N/A N/A Approx. 30 data subject access requests PA, 2

3 Knowledge, Skills and Experience Essential Excellent interpersonal skills including ability to interact appropriately with board members, external lawyers and customers Excellent customer service skills Excellent written communication skills both verbal and written, including spelling and grammar Accuracy and attention to detail Ability to use MS applications including Outlook, Excel, Word, and Powerpoint, Expertise with MS Word functions frequently used in legal documents such as track changes and automatic numbering. Experience of processing invoices and orders Knowledge of common legal terms Knowledge of which types of legal issue require referral to a solicitor/urgent action Experience of creating, formatting and amending lengthy legal documents (such as leases, development agreements, contracts, transfers and Land Registry documents) Knowledge and experience of calculation of Data Protection Act legal time limits Secretarial and/or typing qualification (such as RSA Level 2 or equivalent) covering business correspondence and mail merge Desirable Experience of submitting Land Registry and conveyancing searches and enquiries before contract/lease. Experience of maintaining and updating records such as minute books, power of attorney, registers, databases, customer relationship management system, manuals and files Experience of preparing meeting papers, typing minutes, booking rooms & food and setting up video conferencing equipment Ability to carry out copy and audio typing Experience of insurance claims administration Experience of working in the social housing sector 3

4 Contextual or Other Information The work is covered by 2 Legal & Governance Administrator posts and each incumbent will be able to undertake all aspects of the work to allow for absences. The Legal & Governance Administrator is required to maintain strict confidentiality in relation to all confidential information encountered in connection with the role 4

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