Legal Secretary

West Mercia Police
£19521 - £21618/annum
09 Jul 2017
08 Aug 2017
Contract Type
Part Time
Legal Secretary

Hindlip, Worcestershire

Permanent Contract 

1 x Full Time, 1 x Part Time (18.5 hours to be worked Wednesday pm, Thursday and Friday)

The closing date for this post is 12 noon on 21st July 2017

Interviews will be held on Wednesday 2nd August 2017

A strategic alliance has been formed between Warwickshire Police and West Mercia Police in order to enable both forces to meet the challenge of reducing policing budgets. By working more closely together the forces will benefit from greater operational and organisational resilience, making us the fourth largest geographic police area in England and Wales.

Hindlip has beautiful surroundings and easy access from the motorway (M5) plus many other benefits to include:

Free parking

Staff restaurant

Subsidised gym facilities

Career development

Employee Assistance Programme (EAP) a free 24/7 confidential support service for all staff

The main purpose of the role is to provide a secretarial support service to the designated site or business area ensuring it is effective, coordinated and balanced in terms of their individual and collective contribution to and alignment with the overall aims, objectives and needs of Warwickshire Police and West Mercia Police, to enable delivery of acceptable levels of policing services.

Main Responsibilities
To ensure that the aims, intent and expectations of the alliance Vision and Values together with those of the Enabling Services Statement of Common Purpose are fully integrated into all day to day activity.

To maintain a customer service ethos with the Legal Services to ensure that the post holder operates within agreed service parameters. To be the first point of contact for the department team and there is ongoing dialogue with service users to ensure these are continually reviewed.

To ensure effective monitoring and reporting arrangements are in place to maintain effective service delivery and required outcome needs are understood and can be delivered.

To contribute to an environment of continuous improvement and innovation in developing streamlined processes to ensure the service remains lean and focused at all times on priority issues.

To ensure that all data and information related to Legal Services is maintained and managed in accordance with good practice in respect of its confidentiality, availability and integrity and that appropriate contingency arrangements are in place regarding the function`s service delivery.

To work with Secretaries in other areas to ensure effective delivery of site secretarial services in support of Business areas, adopting a team approach to ensuring service levels are developed, maintained and delivered. 

To provide secretarial support at other sites when required, supporting the secretarial team in meeting service requirements.

To manage diaries of senior and team managers, arranging appointments and meetings including booking venues, collating and distributing agenda items and relevant papers, taking accurate minutes for circulation ensuring publication as appropriate on the Force`s websites and assist with team meeting arrangements.

To compose routine letters on behalf of senior and team managers, to include acknowledgements, letters of thanks to members of the public and letters to officers/staff.

To collate and analyse information from various sources on behalf of senior managers and using IT to produce high quality documents ensuring high presentation standards are maintained. These include preparing briefs to counsel preparing court Bundles and applications on instruction.

To sift and prioritise senior managers post and emails during periods of A/L and monitor at other times to ensure matters are prioritised and dealt with expeditiously.

To deal effectively with enquiries from members of the public and other key individuals, managing the call and negotiating effectively with the individual to achieve a positive outcome. 

To assist legal team members in the collation of their case files towards hearing or agreed timeline as required.

To administer and assist with case file opening, filing and updating and maintaining of legal records and to maintain the index of deeds/contracts and secure the seal.

To collate and analyse information relevant to supporting the local site services, producing documents and reports as required, including spreadsheets and updating relevant systemsas deemed appropriate to the role e.g. J Drive structure.  

5 A – C grade GCSEs (including English Language and Maths), or equivalent.

Competent in the use of IT packages including Microsoft packages or equivalent

Experience of providing secretarial support to senior managers.

Previous experience of working in a busy demanding office environment

Proven ability to take clear and concise minutes of meetings

Proven ability to deal tactfully and sensitively with people at all levels

Excellent word processing skills

Proven ability to summarise information accurately, ensuring inclusion of all salient points. 

Proven ability to build effective working relationships and operate as part of a wider team.

Ability to influence others and negotiate to achieve a positive outcome.

Excellent and effective interpersonal and communication skills.

Proven ability to work unsupervised.

Ability to operate calmly and professionally under pressure.

Flexibility to work to changing priorities and deadlines.

To operate with sensitivity and tact and to resolve conflict wisely.

Ability to maintain strict confidentiality

A proactive ‘can do` approach in managing situations and people effectively

Ability to work on own initiative 

Proven ability to co-ordinate a wide range of tasks and be able to manage large volumes of work.

Special Conditions:
The duties of this role require regular travel throughout Warwickshire and West Mercia.

We want our organisation to be as diverse as the community it serves. We welcome applicants from all sections of the community.

You will be required as part of Warwickshire Police and West Mercia Police recruitment process to successfully complete vetting and credit checks