Legal Services Office Manager & Personal Assistant to General Counsel

Liverpool University Hospitals NHS Foundation Trust; Grimsby; On-site; GBP 32,000 - 42,000; Full time

Job summary

Liverpool University Hospitals NHS Foundation Trust is seeking an Office Manager and Personal Assistant within the in-house Legal Services team. You will manage day-to-day admin operations, support the General Counsel and senior staff, and coordinate workflows, diaries and document preparation.

You will line manage junior admin staff, maintain filing, and drive improvements to processes, while ensuring confidentiality and compliance with data protection policies.

Qualifications

• Significant experience managing a professional administration service or working as a PA.
• Line management experience of junior staff.
• Experience implementing administrative systems or improving workflows.

Responsibilities

• Manage day-to-day administrative operations of Legal Services, keeping systems, processes and workflows efficient.
• Provide PA support to the General Counsel and senior legal staff, including diaries, email and document preparation.
• Act as the coordination point for legal administrative activity, allocating work and monitoring progress.
• Line manage and supervise junior administrative staff.
• Maintain electronic and paper filing, document control and records management in line with Trust policy and legal requirements.
• Identify and implement improvements to administrative processes, with leadership team agreement.
• Retrieve, log and distribute post and emails, and triage and assign work from the central mailbox.
• Assist with routine administration for claims, inquests, court directions and legal correspondence, including scanning and e-file management.
• Report new claims to NHS Resolution under the claims reporting procedure.
• Organise meetings, including agendas, papers, minutes and follow-up of actions.
• Prioritise requests and manage competing demands on senior staff time.
• Support induction and administrative onboarding of new Legal Services staff.

Skills

Admin systems

Data protection

MS 365

Communication

Workload planning

English proficiency

Education

GCSE level or equivalent (English & Maths)

NVQ Level 4 in Business Administration

PA or office management qualification

Tools

Datix

InPhase

Job description

This Office Manager and Personal Assistant post sits within the in-house Legal Services team at Liverpool University Hospitals NHS Foundation Trust. It runs the team's administrative systems, workflows and filing, and allocates work to junior administrative staff. The role also provides PA support to the General Counsel and senior legal staff, covering diaries, meetings and document preparation. It does not involve legal advice or case management, and the application asks whether generative AI tools were used in preparing it.

What the job involves

• Manage the day-to-day administrative operations of Legal Services, keeping systems, processes and workflows efficient
• Provide PA support to the General Counsel and senior legal staff, including diaries, email and document preparation
• Act as the coordination point for legal administrative activity, allocating work and monitoring progress
• Line manage and supervise junior administrative staff
• Maintain electronic and paper filing, document control and records management in line with Trust policy and legal requirements
• Identify and implement improvements to administrative processes, with leadership team agreement
• Retrieve, log and distribute post and emails, and triage and assign work from the central mailbox
• Assist with routine administration for claims, inquests, court directions and legal correspondence, including scanning and e-file management
• Report new claims to NHS Resolution under the claims reporting procedure
• Organise meetings, including agendas, papers, minutes and follow-up of actions
• Prioritise requests and manage competing demands on senior staff time
• Support induction and administrative onboarding of new Legal Services staff

Qualifications

• GCSE level or equivalent, including English and Maths
• NVQ Level 4 in Business Administration or equivalent experience
• Personal Assistant or office management qualification or equivalent experience

Experience

• Significant experience managing a professional administration service or working as a PA
• Line management of junior administrative staff
• Implementing administrative systems or developing solutions to workflows and processes

Skills & knowledge

• Strong understanding of administrative and office management systems
• Understanding of confidentiality and data protection
• Proficiency in MS 365 applications
• Excellent written and verbal communication, adapting style to the audience
• Planning and prioritising workload, including directing others' workflow to demand
• Excellent command of English, including spelling and grammar

Other

• Working effectively with legal staff of differing backgrounds and expertise
• Multitasking in a demanding environment
• Identifying administrative system gaps and implementing creative solutions
• Adapting to changing role requirements and willing to learn

Nice to have

• Working within an NHS legal team or solicitor's firm
• Understanding of the Civil Procedure Rules and NHS Resolution claims reporting requirements
• Knowledge of risk management systems such as Datix and InPhase