NATIONAL PROFILES FOR OFFICES SERVICES CONTENTS

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1 NATIONAL PROFILES FOR OFFICES SERVICES CONTENTS Profile Title AfC Banding Page Clerical Officer (Text Processing) 2 2 Secretary Entry Level 2 3 Medical Secretary Entry Level 3 4 Secretary 3 5 Secretary Higher Level 4 6 Medical Secretary * 4 7 General Office Manager/Admin Team Leader 4 8 Legal Secretary 4 9 Personal Assistant 5 10 Solicitor Consultant ** 8b-c 11 * Job Profile Label revised March 2006 ** New in February 2007

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9 Profile label Legal Secretary Job Statement: 1. Provides secretarial support service for a legal team of solicitors 2. Prepares, types and creates legal documents and all support documentation for Court and tribunal proceedings 3. Maintains and collates legal documentation and information for legal proceedings Factor Relevant Job Information JE Level 1. Communication & Relationship Skills Provide and receive complex information requiring persuasive skills; agreement and cooperation required Exchange verbal and written information concerning legal documents and proceedings to NHS Clients, witnesses, claimants, requires agreement and co-operation; communicates sensitive financial settlement details, results of Fatal Accident Inquiries 4a 2. Knowledge, Training & Experience 3. Analytical & Judgemental Skills 4. Planning & Organisational Skills to solicitors and others Range of work procedures and practices, majority non-routine; intermediate level theoretical knowledge Knowledge of secretarial techniques to RSA level III or equivalent plus knowledge of legal terminology & procedures Judgements involving facts or situations, some requiring analysis How to carry out broad instructions, how to handle requests and queries Plan and organise straightforward activities, some ongoing/ complex activities, requiring formulation, adjustment Plans solicitor s diary and meetings with clients, NHS and legal staff/ organise complex legal case conferences 5. Physical Skills Developed physical skills: advanced keyboard use Keyboard skills for copy and audio typing 6. Responsibility for Patient/Client Care 7.Responsibility for Policy/Service Development 8. Responsibility for Financial & Physical Resources 9. Responsibility for Human Resources 10. Responsibility for Information Resources Assist patients /clients during incidental contacts/ Provide non-clinical advice, information to patients/clients/relatives Provides advice to patients or their relatives on court or tribunal procedures. Follow policies in own role, may be required to comment/ implement policies and propose changes to practices, procedures for own area Participates in team and office wide discussions on working practices, procedures and policies/ implements legal secretarial policies for own area Handle cash, valuables. Receives cheques in settlement of claims eg for payment of witness expenses, expert fees. Demonstrate own activities to new or less experienced employees Describe and explain office procedures to new and temporary staff Data entry, text processing, storage of data; occasional requirement to develop or create reports, documents, drawings Creates legal documents and templates, file retrieval & management; use legal computer software to create legal templates Undertake surveys or audits, as necessary to own work 11. Responsibility for Research & Development Undertakes audits as necessary to own work 12. Freedom to Act Clearly defined policies and procedures, work is managed rather than supervise Works independently to support solicitor s workload 13. Physical Effort Frequent sitting or standing in a restricted position; frequent light effort for several 2ab short periods Audio typing for long periods of time; lifts files and case notes 14. Mental Effort Frequent concentration; work pattern unpredictable 3a Preparation and checking of legal documents and associated papers requiring accuracy; interruptions which work priorities 15. Emotional Effort Frequent indirect distressing or emotional circumstances 2b Frequent exposure to information relating to distressing or emotional circumstances such as death, terminal illness, handicap and disfigurement. 16. Working Conditions Use VDU equipment more or less continuously 2e Required to use VDU equipment for a high proportion of the working day in order to complete legal documents and correspondence. JE Score/Band JE Score Band (a) (a) 1 2(a) (b) 1 3 Page 9 of 11

10 Profile Label: Personal Assistant Job Statement: 1. Coordinates administrative and secretarial services, including e.g. the preparation of agendas and minutes, taking appropriate follow-up action as required 2. Supervises and coordinates administrative/secretarial staff 3. Undertakes the management of projects and gathers information and/or undertake enquiries Factor Relevant Job Information JE Level 1. Communication & Relationship skills Provide and receive complex, sensitive information; persuasive, motivational, negotiating, training skills are required Communicating complex, sensitive information with a range of staff internally and externally across the organisation/ organisations; liaises 4a 2. Knowledge, Training & Experience 3. Analytical & Judgemental Skills 4. Planning & Organisational Skills with external organisations, negotiating and persuasive skills required Expertise within specialism, underpinned by practical experience Knowledge of the full range of administrative and organisational policies and procedures, acquired through training and relevant experience to degree level or equivalent Range of facts or situations requiring analysis Skills for investigating a variety of issues and proposing solutions; dealing with complex enquiries Plan and organise straightforward activities, some ongoing/plan and organise complex activities or programmes, requiring formulation, adjustment Plans and organises meetings; prioritise own project work/organises a range of events and conferences, including organising speakers; manage a range of projects 5. Physical Skills Developed physical skills; advanced keyboard use Skills for keyboard use for producing reports, spreadsheets and correspondence 6. Responsibility for Patient/Client Care 7. Responsibility for Policy/Service Development 8. Responsibility for Financial and Physical Resources 9. Responsibility for Human Resources 10. Responsibility for Information Resources 11. Responsibility for Research and Development Assists patients/clients during incidental contacts/provides non clinical advice, information to patient/clients/relatives Occasional contact with patients or clients/provides non-clinical advice to patients/clients Implement policies and propose changes to practices, procedures for own area Develops administrative policies Authorised signatory, small payments/monitor budgets or financial initiatives; hold delegated budget Authorised signatory for petty cash payments, agency time sheets/ monitors budgets; holds administrative budget Day to day supervision/ management Day to day supervision/ management of a team of staff, including work allocation Take, transcribe formal minutes; Regular requirement to create reports, documents, drawings Takes and transcribes formal minutes of meetings; advanced level use of IT packages, including Word, Excel, Outlook, Power Point, Publisher to create reports Occasionally participate in R & D Carries out enquiries in relation to own work 12. Freedom to Act Clearly defined occupational policies, work is managed, rather than supervised/broad occupational policies Works autonomously, but can seek advice when necessary/manages a discrete area of work 13. Physical Effort Combination of sitting, standing, walking Light physical effort 14. Mental Effort Frequent concentration; work pattern predictable/unpredictable Concentration for creating reports, transcribing minutes/there may be interruptions to deal with unforeseen events 15. Emotional Effort Occasional/frequent distressing or emotional circumstances Staff performance issues, dissatisfied patients/clients, dealing with complaints 5 3 2/3 3a 1 /2 2 2(d)/ 3 (c)3 (d) 2a-3a 3ab a/3a 2a-3a 16. Working Conditions Exposure to unpleasant conditions is rare 1 Office conditions JE Score/Band JE Score Band 5 Page 10 of 11

11 Profile Label: Solicitor Consultant Job Statement: 1. Provides a dedicated legal service within the NHS in response to specialist litigation; provides advice and training on specialist litigation issues. 2. Undertakes factual investigation of clinical and non-clinical claims 3. Drafts legal documentation and searches legislation and precedent 4. Attends court & tribunals on behalf of NHS clients 5. May supervise junior solicitors, other members of legal team Factor Relevant Job Information JE Level JE Score 1. Communication & Relationship Skills 2. Knowledge, Training & Experience 3. Analytical & Judgemental Skills 4. Planning & Organisational Skills Provide and receive highly complex, sensitive or contentious information; significant barriers to acceptance; hostile, antagonistic or highly emotive atmosphere. Communicates highly contentious sensitive information often in a hostile and antagonistic atmosphere in order to provide a legal advisory service associated with specialist litigation; takes evidence from witnesses & presents evidence and submissions in court or tribunal. Advanced theoretical and practical knowledge Knowledge of law and legal practice, acquired through degree in law, post graduate diploma in legal practice and 2 year traineeship to masters level equivalent, plus further theoretical knowledge and experience associated with NHS specific provisions, structures and social care policies. Highly complex facts or situations requiring analysis, interpretation, comparison of a range of options. Judgements in relation to legal practise and highly complex medical negligence and commercial / employment litigation claims, negotiating and advising on the settlement of claims. Plan and organise complex activities or programmes, requiring formulation, adjustment. Plans and prepares for legal hearings which may involve a number of witnesses over a considerable period of time; co-ordinates group actions ; assists in development of long term service provision through advice to clients. 5. Physical Skills Physical skills obtained through practice Standard driving, keyboard skills 6. Responsibility for Provide non-clinical advice, information to patients/clients/relatives Patient/Client Care Provides non clinical advice to patients or their relatives regarding complaints or legal claims. 7.Responsibility for Policy/Service Development 8. Responsibility for Financial & Physical Resources 9. Responsibility for Human Resources 10. Responsibility for Information Resources 11. Responsibility for Research & Development Responsible for policy implementation and development for directorate or equivalent /corporate responsibility for major policy implementation, impacts across or beyond the organisation Provides legal advice on a range of clinical and non-clinical issues and policies with wide organisational impact/gives advice at the highest level with service-wide impact Authorised signatory for cash/financial payments; purchase of some supplies Commissions; procures external legal and non-legal services Day to day management; teach/deliver specialist training Day to day management of other members of legal team; provides specialist training to NHS clinical & non-clinical staff on aspects of law e.g. on medical negligence, litigation claims and employment law Data entry, text processing, storage of data/take, transcribe formal minutes Takes detailed notes of evidence in court, tribunals which may be used by others/ takes and transcribes oral evidence for wider circulation Undertake surveys or audits, as necessary to own work Undertakes surveys as necessary to own work 12. Freedom to Act Broad occupational policies/ general polices, need to establish interpretation Professionally responsible for own work load and works autonomously/ works autonomously without access to higher internal legal authority 13. Physical Effort Occasional/ frequent sitting or standing in a restricted position Restricted positions when attending court or tribunal hearings 14. Mental Effort Frequent prolonged concentration; occasional / frequent intense concentration Reading legal documentation, case papers, note taking; conducting examination and cross examination of witnesses in court or tribunal for long periods 15. Emotional Effort Frequent distressing or emotional circumstances Provides legal advice to NHS employees faced with difficult & distressing situations on a daily basis e.g. non accidental injury to children, vulnerable adults, child abuse, substance abuse patients in persistent vegetative state, fatal accident inquiries 16. Working Conditions JE Score/Band Occasional/ frequent use of road transportation Use of road transport to attend hearings or to meet clients Page (a)(b) 21 3(a)(c) 21 2(a) - 3(a) (a) 3-7 4(a)(b) (a) (c) 3-7 Band 8b-c

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