SECRETARY – LEGAL Leek Wootton, Warwickshire Permanent Full Time  The closing date for this post is 12 noon on 11th December 2019. Those currently eligible on the redeployment register will be given prior consideration. Interview dates to be confirmed.  The main purpose of the role is to provide a secretarial support service to the legal team ensuring it is effective, coordinated and balanced in terms of their individual and collective contribution to and alignment with the overall aims, objectives and needs of Warwickshire Police, to enable delivery of acceptable levels of policing services. Main Responsibilities: To ensure that the aims, intent and expectations of the Force Vision and Values are fully integrated into all day to day activity. To maintain a customer service ethos with the Legal Services to ensure that the post holder operates within agreed service parameters. To be the first point of contact for the department team and there is ongoing dialogue with service users to ensure these are continually reviewed. To ensure effective monitoring and reporting arrangements are in place to maintain effective service delivery and required outcome needs are understood and can be delivered. To contribute to an environment of continuous improvement and innovation in developing streamlined processes to ensure the service remains lean and focused at all times on priority issues. To ensure that all data and information related to Legal Services is maintained and managed in accordance with good practice in respect of its confidentiality, availability and integrity and that appropriate contingency arrangements are in place regarding the function’s service delivery.  To work with Secretaries in other areas to ensure effective delivery of site secretarial services in support of Business areas, adopting a team approach to ensuring service levels are developed, maintained and delivered. To manage diaries of the legal team, arranging appointments and meetings including booking venues, collating and distributing agenda items and relevant papers, taking accurate minutes for circulation ensuring publication as appropriate on the Force’s websites and assist with team meeting arrangements. To compose routine letters on behalf of the team, to include acknowledgements, letters to members of the public and letters to officers/staff. To collate and analyse information from various sources on behalf of senior managers and using IT to produce high quality documents ensuring high presentation standards are maintained. These include preparing briefs to counsel preparing court Bundles and applications on instruction. To sift and prioritise team member’s post and emails during periods of annual leave and monitor at other times to ensure matters are prioritised and dealt with expeditiously. To deal effectively with enquiries from members of the public and other key individuals, managing the call and negotiating effectively with the individual to achieve a positive outcome. To assist legal team members in the collation of their case files towards hearing or agreed timeline as required. To administer and assist with case file opening, filing and updating and maintaining of legal records and to maintain the index of deeds/contracts and secure the seal. To collate and analyse information relevant to supporting the local site services, producing documents and reports as required, including spreadsheets and updating relevant systems as deemed appropriate to the role e.g. J Drive structure. To undertake other duties commensurate with the nature, level of responsibility and grading of this post, including cover for colleagues, as required.  Experience/Skills: Knowledge: 5 A – C grade GCSEs (including English Language and Maths), or equivalent. Competent in the use of IT packages including Microsoft packages or equivalent Experience: Experience of providing secretarial support to senior managers. Previous experience of working in a busy demanding office environment Proven ability to take clear and concise minutes of meetings Proven ability to deal tactfully and sensitively with people at all levels Key Skills: Excellent word processing skills Proven ability to summarise information accurately, ensuring inclusion of all salient points. Proven ability to build effective working relationships and operate as part of a wider team. Ability to influence others and negotiate to achieve a positive outcome. Excellent and effective interpersonal and communication skills. Proven ability to work unsupervised. Ability to operate calmly and professionally under pressure. Flexibility to work to changing priorities and deadlines. To operate with sensitivity and tact and to resolve conflict wisely. Ability to maintain strict confidentiality A proactive ‘can do’ approach in managing situations and people effectively Ability to work on own initiative Proven ability to co-ordinate a wide range of tasks and be able to manage large volumes of work.  Special Conditions  The duties of this role may require travel throughout Warwickshire. We want our organisation to be as diverse as the community it serves. We welcome applicants from all sections of the community. You will be required as part of Warwickshire Police recruitment process to successfully complete vetting and credit checks.  We support the “Happy to talk flexible working” campaign, which aims to encourage uptake of flexible working for individuals, the flexible working options that may be considered for this role include; Job Share, Part Time Working