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Job summary

Main area
Administration
Grade
NHS AfC: Band 3
Contract
Permanent
Hours
  • Full time
  • Job share
  • Home or remote working
37.5 hours per week
Job ref
174-LSA-011026
Employer
Yorkshire Ambulance Service NHS Trust
Employer type
NHS
Site
Ambulance Headquarters - Springhill
Town
Wakefield
Salary
£25,760 - £27,476 per annum
Salary period
Yearly
Closing
18/10/2026 23:59

Employer heading

Yorkshire Ambulance Service NHS Trust logo

Legal Services Assistant

NHS AfC: Band 3

Job overview

An exciting and rare opportunity has arisen for a Legal Services Assistant to join the Legal Services Department.

This busy and fast paced role will be in line with YAS' hybrid working policy either working from home or from dedicated hybrid working areas at Ambulance Headquarters, Wakefield and would work alongside other Legal Services Assistants within the busy, varied, and fast paced Legal Services Department at Yorkshire Ambulance Services NHS Trust.

Main duties of the job

This role will be administering statutory disclosure requests including Article 15 UK GDPR (right of access), Schedule 2 Data Protection Act 2018 (from police forces), Access to Health Records Act 1990, S 172 RTA 1988 notice of intended prosecution notices and also penalty charge notices. 

This role involves liaising with members of the public, solicitors, police forces, local authorities, social services on an external basis and with other key corporate and operational departments/divisions internally. 

This post demands excellent interpersonal and communication skills, the ability to prioritise workloads, and meet statutory deadlines. This is a skilled administrative position with a heavy and demanding caseload.

Working for our organisation

Yorkshire Ambulance Service (YAS) NHS Trust geographically covers nearly 6,000 square miles of varied terrain, from isolated moors and dales to urban areas, coastline and inner cities.

We serve a population of over five million people across Yorkshire and the Humber and strive to ensure that patients receive the right response to their care needs as quickly as possible, wherever they live.

We employ more than 7,100 staff, who together with over 1,300 volunteers, enable us to provide a vital 24-hour, seven-days-a-week, emergency and healthcare service.

Our ambition is to be an employer of choice, and we are continuously working across our partnership to improve our collective offer to staff in areas like health and wellbeing, benefits and flexible working incl. hybrid working.

Benefits:
•    Flexible working including part-time hours, job shares and flexible hours, agile working (role dependant)
•    27 days annual leave, increasing to 33 with service.
•    Contributory Pension.
•    NHS Discounts including shops, restaurants, gyms etc.
•    Car lease and other salary sacrifice schemes (salary dependent)
•    Dedicated employee assistance and counselling service.
•    Opportunities for research participation, career progression and ongoing development.
•    Well respected, committed and supported staff networks for our workforce.    

Detailed job description and main responsibilities

  • To work as part of a multi-disciplinary team responsible for responding to requests for release of ambulance records and information.
  • To process on a day to day basis, requests for records and information from various sources, workload primarily being Data Protection requests (internal and external), Notices of Intended Prosecution, Police, Freedom of Information Act, Coroner, Court and Claims requests, in accordance with Trust Policies and Procedures and relevant legislation.
  • To organise and maintain effective administrative procedures for the processing of such requests, including filing systems, photocopying and postal systems.
  • To request and collate information from different departments within the Trust and ensure these are received within the timescales set.
  • To maintain accurate and confidential files and database in order to process requests effectively.
  • To ensure all requests are registered and acknowledged within the specified deadlines in accordance with the relevant procedure.
  • To be responsible for the retrieval of ambulance records and information in response to Data Protection requests (internal and external), Police, Notices of Intended Prosecution, Coroner, Court and claims requests in an efficient and timely manner.
  • To request and retrieve records from Trust storage systems and databases, including ONBASE, the CAD system, ePR and Restore storage.
  • To liaise with external and internal parties in order to co-ordinate and organise statements, witness availability and attendance at court.
  • To communicate with external organisations and internal departments in a professional and confident manner, involving letters, e-mail and direct contact via telephone.
  • To ensure that strict confidentiality is maintained at all times.
  • To process cheques in accordance with YAS procedures.
  • Provide and receive sensitive information and to deal with potentially emotional and distressing cases.

Person specification

Skills

Essential criteria
  • Excellent communicator (both verbal & written) and a good telephone manner
  • Good planning and organisational skills
  • Demonstrates integrity, understanding and maintenance of confidentiality and handling sensitive issues
  • Experience of dealing with people and difficult situations
Desirable criteria
  • Ability to work constructively with all disciplines of staff

Qualifications

Essential criteria
  • Educated to GCSE Standard including Grade C / Level 4 or above in Mathematics and English
  • Planning, organising, and running events/meetings/travel and accommodation for others
  • Design/developing and application of new administration systems
Desirable criteria
  • European Computer Driving Licence or equivalent

Experience

Essential criteria
  • Experience of working in an administrative or support role in a busy office environment
  • Demonstrable experience of producing letters, memos, agendas, and reports
  • Demonstrable experience of developing and maintaining appropriate filing systems
  • Experience in use of databases, word processing packages, spreadsheets, PowerPoint, and ability to extract information
Desirable criteria
  • Good understanding of Data Protection legislation and legal processes

Personal

Essential criteria
  • Ability to prioritise tasks and to manage conflicting demands on time and resources to deliver objectives and deadlines
  • Demonstrable experience of attention to detail, accuracy, and being observant and discreet
  • Demonstrates experience of prioritising work and excellent organisational skills
  • Ability to work on own initiative
Desirable criteria
  • Ability to travel throughout the YAS area

Employer certification / accreditation badges

Trust IDVeteran AwareApprenticeships logoDefence Employer Recognition Scheme (ERS) - BronzeCare quality commission - GoodDisability confident employerThe Learning Awards - Apprenticeship ProgrammeArmed Forces Covenant Bronze AwardHappy to Talk Flexible Working

Documents to download

Apply online now

Further details / informal visits contact

Name
Benjamin Cowell
Job title
Deputy Head of Legal Services (Solicitor)
Email address
[email protected]
Additional information

Please contact [email protected] and a member of the Senior Leadership Team will be in touch.

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