Legal Services Administrator

Sfh Tr; Stanton Hill; On-site; GBP 26,000 - 27,000; Full time

Job summary

Sherwood Forest Hospitals NHS Foundation Trust is seeking a Band 3 Legal Services Administrator to join the Legal Services Department on a fixed-term 6-month contract (office-based at KMH). The role supports the Trust’s management of clinical negligence, employer and public liability claims, and other healthcare legal work.

You will manage queries, maintain records, update IT systems, handle confidential information and help organise diaries and workload while working with clinicians, patients

Qualifications

• Computer literate with advanced keyboard skills.
• Thorough knowledge of healthcare administration systems and processes.
• Knowledge of databases and spreadsheets such as PAS, Excel, ESR.
• Experience using a full range of IT systems.
• Confidentiality and Data Protection awareness.
• Clerical background with procedural knowledge.
• NHS knowledge and service provider understanding.

Responsibilities

• Receive and respond to queries by telephone, email or in person.
• Maintain accurate records and update relevant IT systems.
• Validate information and file/record information efficiently.
• Support diary, appointments and workload management.
• Ensure deadlines are met and managed with tact.

Skills

Advanced keyboard skills

IT systems knowledge

Excel

PAS/ESR

Confidentiality

Healthcare administration

Clerical experience

NHS knowledge

Education

GCSE English

NVQ in Customer Care

IHRIM Diploma

Job description

Main area Legal Services Department Grade NHS AfC: Band 3 Contract Fixed term: 6 months (Office based at KMH) Hours Full time - 37.5 hours per week Job ref 214-CEN-8326555

Site King's Mill Hospital Town Sutton-in-Ashfield Salary £25,760 - £27,476 per annum Salary period Yearly Closing 22/10/2026 23:59 Interview date 29/10/2026

Thank you for your interest in this role, we would be delighted to welcome you to Sherwood Forest Hospitals.

Sherwood is nationally recognised as being an excellent place to work and deliver care. We are rightly proud of the 5,500 colleagues who work here and know that happy colleagues deliver better care.

Our teams work in a supportive, inclusive environment, which nurtures wellbeing and has opportunities for development and progression. We do not just care for our patients, we also care for you.

At Sherwood Forest Hospitals, we are committed to fostering a diverse and inclusive workplace. As such, we particularly welcome applications from people who identify as Black, Asian, Minority Ethnic, or Disabled. We believe that a diverse team better represents the communities we serve and brings a wealth of perspectives and experiences to our work.

Job overview

An opportunity has arisen to join the Legal Services Department at Sherwood Forest Hospitals NHS Foundation Trust as a Band 3 Legal Services Administrator. This is a fixed term contract for 6 months to cover absence within the team.

This is an important administrative role within a small specialist team which supports the Trust’s management of clinical negligence claims, employer’s liability and public liability claims, HM Coroner investigations and inquests, and healthcare advisory legal work. The postholder will help ensure that legal casework is supported by accurate records, effective administrative systems, timely handling of correspondence and high standards of confidentiality.

The successful candidate will be organised, IT literate and able to work with sensitive and sometimes complex information. They will be expected to maintain effective working relationships with colleagues, clinicians, divisional teams, patients/service users and external stakeholders, using tact and diplomacy where required.

Key duties will include receiving and responding to incoming queries by telephone, electronically or in person; maintaining accurate records; updating relevant IT systems; validating information received by the department; filing and recording information; supporting the organisation of diaries, appointments and workload; and ensuring that deadlines are met.

This post is fixed term to support a temporary gap in service.

Main duties of the job

To understand the role in more detail, please refer to the attached job description and person specification.

Working for our organisation

We are an award-winning NHS Foundation Trust working alongside health and social care colleagues across the county to provide acute and community healthcare services to more than 420,000 people across Mansfield, Ashfield, Newark and Sherwood, and parts of Derbyshire and Lincolnshire.

We put the patient at the heart of everything that we do and it is our aim to make sure that every patient is treated as we would want a member of our own family to be treated. At the same time, we expect our staff to be caring, kind and courteous to each other and to look out for each other. We believe that we are truly a clinically-led organisation.

We are proud that our Trust colleagues have voted us the best acute Trust to work for in the East Midlands for seven years running in the National NHS Staff Survey, while the Care Quality Commission has rated our Trust as ‘outstanding’ for care and our King’s Mill Hospital as the only ‘outstanding’ NHS-run hospital in the East Midlands.

Not all of our roles are eligible for visa sponsorship. To find out which roles are eligible, please refer to the shortage occupation list found here:

Home Office guidance has changed as of 9th April. Anyone that requires switching visa type may not be eligible for sponsorship even if the role is on the shortage occupation list.

Detailed job description and main responsibilities

To understand the role in more detail, please refer to the attached job description and person specification.

Person specification

Knowledge Requirements

• Computer literate with advanced keyboard skills
• Thorough knowledge of healthcare or other administrative systems and processes
• Knowledge of databases and spreadsheets e.g. PAS, Excel, ESR or similar applications
• Experience of using a full range of IT systems
• Confidentiality and Data Protection
• Clerical background providing a knowledge of a range of procedures
• Knowledge of the NHS or service provider in general

Qualifications

• Good general education with GCSE English at Grade C or above or equivalent qualification / experience
• NVQ in Customer Care
• Institute of Health Records & Information Management Diploma (IHRIM)

Further Training

• Supervisory training
• Experience of Health and Safety issues

Experience

• Customer care
• Experience of supervising staff
• NHS knowledge

Not all of our roles are eligible for visa sponsorship. To find out which roles are eligible, please refer to the shortage occupation list found here:

Home Office guidance has changed. Anyone that requires switching visa type may not be eligible for sponsorship even if the role is on the shortage occupation list.

We as a Trust support the use of AI and other tools to support your application. However, all personal statements and behavioural examples must be truthful and factually accurate. Your application should reflect your own personal/professional experiences and qualifications to ensure authenticity and credibility.

For the avoidance of doubt, plagiarism includes presenting the ideas or experiences of others or content generated by artificial intelligence as your own. We review all applications carefully to ensure that the information provided in your supporting statement aligns with your qualifications, work history and the duties undertaken within those roles. Your experience will also be explored further during the interview process.

If you would like this information in an alternative format or in a different language please contact us on 01623 622515 ext 3271.

Please note that we no longer accept handwritten/paper applicationsand that the email address given on your application will be used for all correspondence regarding this post.
We reserve the right to close a vacancy before the closing date if a sufficient number of applications have been received. Priority for vacancies at the Trust will be given to existing employees of Sherwood Forest Hospitals NHS Foundation Trust whose roles are currently at risk of redundancy due to organisational change. If a high number of applications are received, a longlisting exercise will be conducted prior to shortlisting.

Only applications received on or before the closing date will be considered for short listing. This is to ensure that the Trust meets its commitment to Equality of Opportunity.

Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check. The Trust will pay for the check initially and then the money will then be deducted from your first salary once you've commenced employment. The current price of a check is £26.40 for a standard check and £54.40 for an enhanced. If you are asked to complete a DBS check and have a previous identity that you do not wish to be disclosed to your employer and/or on your DBS certificate, you should call or email the dedicated sensitive applications team before submitting your application. The team is experienced in dealing with sensitive cases and will advise you of the process and what you need to do.

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