Job profile for Legal Administrator

Job Details

Job title: Legal Administrator

Salary/Grade: 3

Service: Governance Service

Reports to: Legal & Governance Manager

Manages/Supervises: None

Job purpose

To support and assist the Legal Service to ensure the effective and efficient delivery of the service to internal and external clients.

Principal Accountabilities

1. To provide timely and responsive clerical and administrative support to the Legal Services team, including the proof reading, preparation and despatch of official bundles, word processing including formatting of formal documentation, scanning, printing and binding and posting documents, and routine correspondence to parties on behalf of the team.
2. In accordance with agreed procedures, to order goods and services for the Legal Service and to process payments through e-procurement, including matching invoices received to the respective Iken case management file, in order to ensure effective recharging is undertaken.
3. Work with the Legal Service in the retrieval of key documentation from storage and ensure the safe return of any documents released. Assist with the destruction of files identified by the legal Service.
4. Work with Iken (Case Management System) to set up new files for the legal Service, close completed matters, and run monthly reports, and assist the Legal Service with updating templates and case management system where necessary.
5. Work with each lawyer to provide support in any matter, including diary management, management of the Legal Team inbox, obtaining/clarifying instructions, reviewing documents, drafting standard forms and templates used by the team.
6. Arrange for notices to be published in the Newspaper and on the Council’s website.
7. To review and prepare all documentation submitted for sealing and signing registers, ensuring that all required documentation is ready for sealing, before submission to the Authorised Signatories for sealing/signing, and returning contracts to parties.
8. To provide support on all Information governance requests undertaken by the team, including support in the preparation of responses to information request and correspondence with the Information Commissioner’s Office.
9. To administer the information governance records including the Data Breach log ensure all breaches are recorded and actioned in accordance with directions.
10. To prepare monthly reports for the Information Governance lead officers including the Data Protection Officer on information governance activities.
11. To administer the payment of the Annual Registration Fee with the Information Commissioner’s Office.
12. To support the corporate complaint process, including the co-ordinating of information and evidence in the preparation of responses being issued. To administer a corporate complaint records ensuring that all complaints are recorded and actioned in accordance with policy and direction.
13. To provide support on the management and processing of the Council’s internal governance procedures.
14. Support with the issuing of new court proceedings before the Magistrates and County Court, working with the respective Lawyer in the preparation of the required documentation, liaise with the Courts Service on the management of court attendance, and all administrative duties through the Single Justice Procedure, and CE-Filing on High Court matters.
15. Co-ordinate client liaison meetings, assisting in the preparation of agendas, and the circulation of any required documentation, taking of minutes and maintaining any actions and decisions logs Work with colleague through the PLP arrangements to ensure the smooth transfer of matters between partnering authorities.
16. Undertake some case work on behalf of the Legal Team, in accordance with defined work progresses, and under the supervisor of the instructing lawyer, undertake research as requested.
17. Such variations as may be required from time to time, including undertaking duties to support the wider Governance Service without changing the general character of the duties shown above or the level of responsibility entailed.

Corporate Accountabilities

• To take responsibility for maintaining own health and attendance. 
• To support, contribute and comply with quality and governance procedures as directed by management.
• To apply and actively promote the principles of the Council’s Equal Opportunities Policy in all areas of employment and service delivery.
• Any other associated duties detailed by Legal Services Manager or their representative.
• To advise the Line manager if, at any time, the above duties and responsibilities cannot be performed.
• Any other duties as required to support the business, including maintaining business continuity and during civil emergencies.
• To apply and actively promote the principles of the Council’s Safeguarding Procedure in all areas of employment and service delivery.

Skills, Knowledge and Experience

(Tested at application and interview stage)

Experience and Qualifications

• NVQ Level 3 in Business Admin or equivalent
• Experience of working in the public sector
• Experience of working within a legal environment

Skills and Knowledge

• Ability to work as part of a team
• Knowledge and a good understanding of Microsoft Office, Teams/Zoom, Excel, Adobe
• Excellent organisational and time management skills
• Good communication skills
• High levels of accuracy and attention to detail.
• Ability to identify and manage confidential and sensitive information or situations in a professional manner.
• Ability to work well in a team and at times work unsupervised with a pro-active approach taking responsibility for day to day tasks, workload and priorities.
• Excellent interpersonal skills.
• A track record of developing effective relationships.
• Ability to manage various tasks and see them through to completion.
• Ability to work when under pressure, prioritising effectively and meeting deadlines.

Competencies

We test this at interview stage

Communicating Effectively

• communicate with staff and colleagues in a manner which is clear, fluent, accurate and concise
• seek to understand the communication needs of colleagues and customers, being mindful of equality issues and the diverse needs of the range of people we work with
• choose the most appropriate method of communication for the situation, seeking to avoid using one fixed style or approach
• ensure that all communications adhere to organisational and legislative requirements such as data protection, equalities, internal standards, etc.

Performing efficiently and effectively

• ensure that all work done by you is in line with business and service plans and supports the overall aims and ambitions of the Council
• plan your workload effectively, reporting achievements, and problems to appropriate managers and project leaders
• see tasks and objectives through to completion
• approach challenges with drive and enthusiasm
• strive for continuous improvement in your work and manage your learning and development to enable you to perform to the best of your ability
• encourage the use of learning and development as a means of improving service and performance

Using and managing resources efficiently and effectively

• ensure the efficient use of accommodation, materials and equipment to maximise cost effectiveness and efficiencies, while maintaining standards of health and safety and risk management
• seek out ways to improve the use of resources

Engaging with the customer

• be a role model of excellent internal and external customer service
• maintain a culture of continuous improvement.

Working well together

• Co-operate and work well with team members, peers, senior managers and external partners, in the pursuit of goals and objectives;
• Establish and maintain constructive and open relationships across the range of people you work with, achieving positive outcomes and sharing feedback with others.

Other conditions

• This post doesn't require a DBS check 
• This post is not politically restricted

Job profile updated
May 2026

Values and behaviours

Our values and behaviours are an integral part of who we are; they are the guiding principles that should inform how we work together, support each other and make decisions.

Our organisation thrives on the dedication and passion of its people and it’s important that we embody these values and behaviours and they become a part of our organisational DNA.

Our vision

We will be ambitious, support each other and work together in new ways to achieve outstanding results

Our core values