Legal Department Assistant | University Hospitals Coventry and Warwickshire NHS Trust

UHCW NHS Trust; Coventry; On-site; GBP 40,000 - 60,000; Full time

Job summary

A renowned healthcare organization is seeking a Legal Secretary to assist with legal services, managing new cases and documents while ensuring compliance with GDPR. This role involves effective communication with internal staff and external stakeholders to provide professional support to the Legal Department. The ideal candidate will have experience in handling sensitive documents and organizing complex meetings. This role is on site in Coventry, UK.

Qualifications

• Experience handling sensitive and complex documents per GDPR standards.
• Ability to efficiently manage sensitive enquiries from various stakeholders.
• Proven ability to plan and organize complex meetings with multiple parties.
• Competence in maintaining and improving working practices through documentation.

Responsibilities

• Manage new cases and documents for the Legal Department.
• Type and filter inquiries, ensuring professional communication.
• Assist investigations by liaising with internal and external parties.
• Ensure organized administration of Legal Department tasks.
• Prioritize and manage personal workload effectively.

Skills

Handling sensitive documents

Effective communication

Organizing meetings

Transcribing minutes

Job description

Overview

To assist in all aspects of the Legal Services Department’s work. The post holder is responsible for providing full legal secretarial and administrative support to the Legal Services Department. The role requires management of new cases (electronically and manually), handling of post and documents associated with claims in accordance with Legal Department procedures. It requires good literacy and the ability to communicate effectively in writing and verbally with all staff groups in the Trust and external stakeholders. The role also requires management of all documents in strict accordance with the General Data Protection Requirements Act (GDPR) and the Trust’s information governance policies. The post holder must be able to work on own initiative to support the Legal Department’s workload.

Please note sponsorship is not eligible for this post. The interviews for this post will take place week commencing 13/10/2025.

Responsibilities

1. The post holder is responsible for the setting up of new cases, electronically and manually; managing the post and all other documents associated with the work of the department in accordance with the Legal Department procedures for handling of claims and documents.
2. Typing correspondence, statements and other legal documents; acting as the first point of contact for the Legal Department, filtering and dealing with enquiries in a professional, sensitive and timely manner, ensuring that all queries are tracked through to conclusion.
3. Assist in investigation of claims by liaising with UHCW staff and others as appropriate, communicating well in writing and verbally with Trust staff and external organisations including external Solicitors, NHSR.
4. Ensure neat and organised processes and systems for the administration of the Legal Department’s work.
5. Manage own workload and prioritise as necessary to meet deadlines.

Qualifications and Skills

• Experience of handling sensitive and complex documents in accordance with GDPR and the Trust’s information governance standards.
• Ability to deal with sensitive telephone enquiries from patients/relatives, Coroner’s office, Solicitors, NHSLA and staff promptly and efficiently.
• Ability to plan and organise meetings for Inquest Hearings, case conferences, and other complex meetings with a range of staff and external organisations (e.g., legal case conferences, court briefings, witness meetings, evidence gathering, site inspections).
• Ability to devise, maintain and amend template letters, documents and forms to improve efficient working practices.
• Proven ability to attend meetings and take and transcribe minutes, ensuring actions are raised and completed.

Additional Information

The Trust, University Hospitals Coventry and Warwickshire NHS Trust, is rated as good by the Care Quality Commission and is one of the largest teaching Trusts in the UK. We are committed to equality, diversity and inclusion and strive to create an environment where fairness, respect, dignity and autonomy are promoted.

We are proud to be recognised as a Pathway to Excellence designated organisation. For details see Pathway To Excellence – University Hospitals Coventry & Warwickshire (uhcw.nhs.uk).

Closing Date: The advert closes when sufficient applications have been received; please apply as soon as you can if interested. This advert closes on Friday 3 Oct 2025.