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Role Description

Faculty/Service: Vice-Chancellors’ Office

Department: Legal Services

Role Title: Legal Administrator

Grade: 3

Role Profile: Administrative 3

Category: Support

Role Purpose: As a member of the professional support team the role holder will work within the regulations, policies, standards and procedures of the University to provide effective secretarial and administrative support within a Department team and perform a range of transactional tasks as part of a team.

Responsible to: Legal Co-ordinator

Generic Duties and Responsibilities:

In line with the University’s Mission, Corporate Strategy and Leadership Attributes, you will:

·  Contribute to the provision of a professional support service through the delivery of customer focused outputs, responding positively to feedback.

·  Support the needs and expectations of relevant stakeholders by adhering to standard processes, procedures and practices.

·  Contribute to the development of a collaborative, collegiate and inclusive culture, sharing information and good practice with others.

·  Work co-operatively and maintain effective relationships with others, internally and externally to the University, as appropriate to own area of responsibility.

·  Develop and maintain a good working knowledge of own area of responsibility.

·  Demonstrate a flexible attitude to change to support the University to meet existing and future needs.

·  Act corporately, promoting the ‘One University’ principle and positively promoting the Faculty or Service within and outside the University where relevant.

·  Undertake other responsibilities as required.

Specific Duties and Responsibilities:

·  Contribute to the provision of a professional administration service through the delivery of customer focused outputs, responding positively to feedback.

·  Provide a professional, comprehensive, customer focused and continually improving service to the Legal Services Team.

·  Service Committees, working groups and other meetings.

·  Organise internal and external meetings, including practical arrangements such as travel, accommodation, hospitality and IT as directed

·  Develop and maintain appropriate filing systems, procedures, records and processes and systems to monitor the management of contracts.

·  Ensure that all copies and versions of contracts and agreements are stored on the appropriate system. As directed by the Legal Advisers, liaise with users of the service to seek information and provide information on the progress/status of particular contracts.

·  Support the needs and expectations of relevant stakeholders by adhering to standard processes, procedures and practices.

·  Contribute to the development of a collaborative, collegiate and inclusive culture, sharing information and good practice with others.

·  Work co-operatively and maintain effective relationships with others, internally and externally to the University, as appropriate to own area of responsibility.

·  Develop and maintain a good working knowledge of own area of responsibility.

·  Demonstrate a flexible attitude to change to support the University to meet existing and future needs.

·  Act corporately, promoting the ‘One University’ principle and positively promoting the Faculty or Service within and outside the University where relevant.

·  Develop and maintain effective working relationships with representatives from Faculties, Service Departments, Internal and External Audit and with representatives from external organisations

This Role Description is not intended to be an exhaustive list of duties and will be subject to periodic review by the line manager and appropriate others in discussion with the post-holder.

Location: City Campus

Person Specification

School/Service: Vice-Chancellor’s Office

Role Title: Legal Administrator

Grade: 3

E/D
Knowledge
1. / Working knowledge of relevant systems, equipment, processes and procedures including standard software packages. / E
2. / Appreciation of the standards for the conduct and output of the role. / E
3. / Understanding of relevant policies and procedures, as they affect the role. / E
Personal Abilities and Skills
4. / Ability to work as an effective team member. / E
5. / A positive, inclusive and collegial approach. / E
6. / Ability to communicate clearly orally and in writing. / E
7. / Numeracy skills (if appropriate). / E
8. / Ability to plan and prioritise own defined work activities, responding to manager’s or work unit requirements, in addition to own responsibilities. / E
9. / Ability to maintain good working relationships with colleagues across Legal Services, Research and Business Services, the University and with external stakeholders where relevant. / E
10. / Ability to use initiative to identify and resolve problems with practical solutions. / E
11. / Ability to suggest and implement administrative systems within the team and department. / E
12. / Ability to work under pressure and to meet deadlines. / E
13. / Committee Servicing/potential to service committees. / E
Experience
14. / Some experience of working with relevant processes, systems (Agresso) and procedures. / D
15. / Experience of receiving and responding to, enquiries from/to customers. / E
16. / Working with various standard IT Packages. / E
17. / Working with large scale databases. / D
18. / Experience of contract administration. / D
19. / Experience of working in a legal environment. / D
Education
19. / Level 2 qualification or higher (equivalent to 5 GCSEs Grades A-C) and relevant professional experience. / E

Legend:

E = Essential A = Application Form

D = Desirable I = Interview