Legal Services Office Manager & Personal Assistant to General Counsel

Liverpool University Hospitals NHS Foundation Trust; Liverpool; On-site; AUD 61,000 - 80,000; Full time

Job summary

Liverpool University Hospitals NHS Foundation Trust is seeking an experienced Office Manager/Personal Assistant to General Counsel to join its Legal Services team. You will provide high-quality administrative coordination and executive support, enabling lawyers to focus on complex advisory work while maintaining efficient office systems.

The role requires proactive judgment, strong communication, and the ability to juggle priorities across multiple stakeholders, with line management of junior

Qualifications

• Experience as administrator, PA or office manager.
• Excellent communication and organisational skills.
• Ability to manage competing priorities and coordinate workflows.
• Proactive, adaptable and detail-oriented with sound judgement.
• Ability to liaise with internal and external stakeholders.

Responsibilities

• Manage day-to-day administrative operations of Legal Services.
• Coordinate workflows and allocate work to administrative staff.
• Maintain filing, document control and records management systems.
• Identify opportunities to improve administrative processes and implement changes.
• Handle incoming post and emails, triage central mailbox and distribute queries.
• Provide PA support to the General Counsel and senior legal staff, including diary management, meeting coordination and document preparation.
• Organise meetings with agendas, papers, minutes and follow-up actions.
• Support induction and onboarding of new Legal Services staff.

Skills

Office management

Administrative coordination

Personal assistant

Communication

Organisation

Job description

Legal Services Office Manager & Personal Assistant to General Counsel

Company:

Company: Liverpool University Hospitals NHS Foundation Trust

A Vacancy at Liverpool University Hospitals NHS Foundation Trust.

An exciting opportunity has arisen to join Legal Services as our Office Manager/Personal Assistant to General Counsel.

This is a key role at the heart of a busy in-house Legal Services team, providing high quality office management, administrative co-ordination and personal assistant support. The post holder will help ensure that the service operates effectively and efficiently, with well organised systems, clear processes and administrative support that enables our legal professionals to focus on the delivery of legal advice and casework.

This is not a role for someone who wants to be given direction on every task. We are looking for someone dynamic, creative and can bring their own ideas about how a high performing administrative service should work to best support the lawyers within the team and our external stakeholders. The role needs high attention to detail, commitment to quality, and will best suit a proactive and adaptable individual who can manage competing priorities, coordinate workflows and provide a consistently high standard of support. The successful candidate will have excellent communication and organisational skills, sound judgement and the confidence to work with colleagues and stakeholders across a busy professional service.

The role is an excellent opportunity for an experienced administrator, PA or office manager who would like to develop their career within a specialist NHS legal environment.

The Legal Office Manager/Personal Assistant is responsible for the effective day-to-day management and provision of administrative and office processes within Legal Services and for providing high-quality personal assistant support to the General Counsel and senior members of the Legal Services leadership team.

The post holder will ensure that Legal Services operates efficiently, with robust administrative systems, effective coordination and well-managed workflows, enabling legal professionals to focus on the delivery of legal advice and casework. The role requires provision and oversight of high quality administrative support, line management and supervision of junior administrative staff, coordination of workloads, independent prioritisation and close liaison with internal and external stakeholders.

The role does not provide legal advice or undertake legal case management but has responsibility for administrative service provision, organisation and coordination.

NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities.

We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West.

We operate from five hospital sites:Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Heart and Chest Hospitalprovide specialist services incardiothoracic surgery,cardiology and respiratory medicine, both in the hospital and out in the community.Liverpool Women’s Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services.

Please see attached the Job Description and Personal Specification which sets out further details of the main responsibilities of the role.

Manage the day-to-day administrative operations of the Legal Services team, ensuring systems, processes, and workflows are efficient and effective.

Act as the key point of coordination for legal administrative activity, undertaking administrative duties effectively and allocating work to administrative staff as appropriate and monitoring progress.

Maintain and oversee filing, document control, and records management systems in line with Trust policy, Department Standards and legal requirements.

Identify opportunities to improve administrative processes, and implement changes with agreement of the Legal Services leadership team.

Retrieve, open, log and distribute incoming post and emails in accordance with established procedures. Assist with monitoring of central mailbox to ensure queries and emails are reviewed, triaged and assigned in a timely fashion.

Maintain electronic and paper filing systems to ensure accurate, complete and up-to-date legal records.

Assist with routine administrative tasks relating to claims, inquests, court directions, and legal correspondence including filing, scanning, e-file management, and post where applicable.

Report new claims to NHS Resolution in accordance with claims reporting procedures

Provide comprehensive PA support to the General Counsel and senior legal staff, including diary management, meeting coordination, email management and document preparation.

Organise and manage meetings, including preparation of agendas, collation of papers, minute-taking, and follow-up of agreed actions.

Exercise judgement in prioritising requests and managing competing demands on senior staff time

Support induction and administrative on-boarding of new Legal Services staff.

Liverpool University Hospitals NHS Foundation Trust

Liverpool University Hospitals NHS Foundation Trust