Legal & Safeguarding AdministratorNHS

Job summary

Job Overview We are seeking an organised, proactive and motivated Administrator to provide comprehensive administrative support across the Safeguarding and Legal Affairs functions at Black Country Healthcare NHS Foundation Trust.

The role covers all aspects of safeguarding administration, including adults and children, domestic abuse, Prevent, public protection, statutory reviews, training and governance. It also supports legal matters including employment law, family proceedings, inquests, Court of Protection, judicial reviews, litigation, information governance, contracts, estates and regulatory matters.

The post holder will coordinate meetings, manage correspondence and case records, prepare documentation, monitor deadlines and liaise with internal teams, external solicitors, courts and partner agencies.

The successful candidate will demonstrate excellent organisational and communication skills, attention to detail, discretion and the ability to manage competing priorities while handling sensitive and confidential information.

Main duties of the job

Key responsibilities will include:

• Providing administrative support across safeguarding adults and children as well as administration of all legal matters, including employment law, family court proceedings, inquests, Court of Protection, judicial reviews, litigation, information governance, contracts, estates and regulatory matters
• Maintaining accurate electronic records, case management systems, databases and trackers, ensuring information is recorded, updated and securely stored
• Preparing correspondence, reports, meeting papers and legal documentation under the direction of safeguarding and legal professionals
• Coordinating meetings, managing diaries, preparing agendas, taking minutes and monitoring agreed actions
• Monitoring important deadlines, including court directions, statutory timescales and requests for information, escalating concerns promptly.
• Liaising professionally with Trust staff, external solicitors, courts, local authorities, police and other partner organisations
• Supporting the collection, organisation and secure transfer of documents and evidence required for safeguarding reviews, investigations and legal proceedings

The post holder will be expected to work independently within established procedures, manage competing priorities and contribute to the effective operation of both functions, recognising when matters require escalation to senior colleagues.

Job description

Detailed Job Description and Main Responsibilities The post holder will provide comprehensive administrative and secretarial support to the Safeguarding and Legal Affairs functions at Black Country Healthcare NHS Foundation Trust. The role involves managing sensitive information, coordinating administrative processes, maintaining accurate records and supporting the effective delivery of the Trust's safeguarding, legal and statutory responsibilities.

Safeguarding Administration

• Provide administrative support across all areas of safeguarding, including safeguarding adults and children, domestic abuse, Prevent, public protection, MAPPA, MASH, MARAC, allegations against people in positions of trust (PiPOT), children in care and family-inclusive practice.
• Support the coordination and administration of safeguarding referrals, enquiries, investigations, multi-agency meetings and escalation processes, ensuring that correspondence, documentation and records are appropriately maintained.
• Provide administrative support for statutory safeguarding reviews, including Safeguarding Adult Reviews, Child Safeguarding Practice Reviews, Domestic Abuse Related Death Reviews and other relevant investigations and learning processes.
• Coordinate safeguarding meetings, training, supervision, audits and governance activities, including arranging meetings, preparing agendas, taking minutes, maintaining action logs and following up outstanding actions.
• Maintain safeguarding databases, trackers and information systems, supporting the collection, collation and presentation of information for performance monitoring, statutory reporting, audit and assurance purposes.

Legal Affairs Administration

• Provide administrative support across the Trust's legal affairs portfolio, including employment law, family proceedings, inquests, Court of Protection proceedings, judicial reviews, civil litigation, clinical and non-clinical claims, information governance, contracts, estates and property matters, regulatory proceedings and other legal matters.
• Support the coordination of legal proceedings by maintaining case files, organising correspondence, preparing document bundles, collating records and facilitating the secure exchange of information with external solicitors, courts, coroners and other relevant parties.
• Maintain legal case management systems, registers and trackers, ensuring accurate recording of case developments, hearing dates, court directions, statutory deadlines and outstanding actions.
• Assist with the administration of requests for witness statements, disclosure of records, court orders, legal correspondence and other documentation, ensuring that requests are directed to the appropriate professionals and completed within required timescales.
• Support the administration of legal instructions, contracts, agreements, external legal services, invoices and associated financial records in accordance with Trust procedures.

General Administration and Coordination

• Act as a point of contact for telephone calls, emails, correspondence and enquiries, responding appropriately within the scope of the role or directing matters to relevant professionals.
• Provide diary management and meeting coordination for safeguarding and legal affairs colleagues, including arranging appointments, managing invitations and supporting internal and external meetings.
• Prepare, format, proofread and distribute correspondence, reports, presentations, meeting papers and other documents to a high professional standard.
• Maintain accurate and secure electronic filing systems, databases and administrative records, ensuring compliance with information governance, confidentiality, data protection and records management requirements.
• Monitor administrative deadlines and outstanding actions, proactively following up progress and escalating delays, urgent matters or potential risks to the appropriate manager.
• Support the preparation of information for committees, governance meetings, statutory reporting, regulatory inspections, audits and internal assurance processes.
• Liaise effectively with clinical and corporate teams, local authorities, police, safeguarding partnerships, external legal representatives, courts, regulators and other agencies.
• Handle highly confidential, sensitive and occasionally distressing information with professionalism, discretion and due regard for information security and legal professional privilege where applicable.
• Assist with the development and improvement of administrative systems, processes and procedures to support the efficient operation of the Safeguarding and Legal Affairs functions.
• Undertake other administrative duties appropriate to the responsibilities and grading of the post, as directed by the line manager.

The post holder will be expected to demonstrate initiative, accuracy, flexibility and effective prioritisation, while working within established procedures and recognising matters requiring professional safeguarding advice, legal judgement or management escalation.

About us

As a trust we are committed to ensuring staffs wellbeing, providing access to various networks, trust wide mindfulness groups, self-referral physio services, staff counselling. In addition to this you will have access to the Vivup services, Car lease schemes and other benefits.