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Band 3 Litigation, Coroners Services Assistant

Location Belfast
Job type Temporary
Salary Negotiable
Published about 1 month ago
Start date ASAP
Contact Hollie McArthur
Job ref B3LCSA_1672246964

Job description

Band 3 Litigation, Coroners Services Assistant

Band 3 Litigation, Coroners Services Assistant will be responsible for a large public sector organisation based through the Belfast Trust.

Salary: £10.40 p/h

Location: 6th Floor McKinney House, Musgrave Park Hospital

Hours: FT-37.5hpw, PT-18.75hpw

Duration: temporary


Ensuring that new litigation and coroners case files are opened in a timely manner and that relevant case notes, incident/complaint investigation documentation, imaging and records are obtained and provided to the Trust's legal advisers / Coroner's office within time frames set by Pre-Action Protocols for the Handling of Clinical Negligence claims, Practice Directions issued by the Courts and relevant Departmental Guidance. Such additional administrative and clerical duties as may be required to assist senior staff in the processing of litigation claims and coronial matters that are ongoing relating to care provided within the Trust.


  • On receipt of `letter before action' from a solicitor or new request from the Coroner's Office, to assess the information provided, to allocate a new file reference number in line with office guidance, and to open a new file for all further correspondence.
  • To acknowledge receipt of solicitor's correspondence and ensure that new litigation cases are referred onwards to the Trust's legal advisers without delay.
  • To assist with the operational aspects of professional negligence litigation processes by ensuring that the Trust meets it statutory and regulatory obligations in provision of Discovery of records. To ensure that Discovery of records is completed within the strict time-limits imposed by the legal process.
  • To interrogate patient information systems, identify patients' Health & Care and other identifying hospital numbers and request sight of all appropriate records to assist in the investigation of the claim / requesting of statements for The Coroner. Drafting of routine letters, memoranda, and e-mails. Telephone enquiries to address any outstanding queries (e.g., non-acute records, social services and/or mental health records, Trust Policies/protocols/procedures) to ensure that all relevant records are identified, redacted where appropriate, and provided for Discovery within court timescales.
  • To liaise with departments/secretaries/professional staff and managers regarding the location of notes/imaging/records.
  • To prioritise own workload and organise own work to meet legislative and departmental targets.
  • To adhere to the management of records in accordance with DHSSPS Good Management Good Records, and to ensure traceability of Plaintiff's clinical records by tracking of records when same are printed / received in to / sent out from Legal Services / Coroners Services Departments.
  • To maintain a high level of confidentiality of information in line with current legislation and policies within the Department.
  • To enter and update details of claims and coroner's files in the DATIX claims and inquests database as well as maintaining and updating manual files. To ensure linking of relevant incidents/complaints to assist the process of data triangulation within the Trust's Risk & Governance Department.
  • At the request of Medical Records Departments / clinical staff and departments, to locate hospital records held within the office and make these available as required for clinical care, ensuring that a record is maintained of any charts released for this purpose.
  • In addition to the duties outlined above, the post-holder will provide clerical support to litigation/coroner's officers/managers within the department.
  • To send out mail and to ensure that a copy of all correspondence is held on file for future reference.
  • Maintenance of an efficient filing system, and a "brought forward" system to ensure that reminders are issued for outstanding replies.
  • To attach e-mails / incoming mail to existing files, action where appropriate and/or ensure that files are transferred to the attention of senior staff for action.
  • Responsible for requisitioning and receipting of stationery and supplies via e-procurement system.
  • Participate in initiatives to develop new ways of working to improve the service.
  • Establish and maintain working relationships with staff at all levels in the organisation and with outside bodies, to contribute to the quality, expertise, and professionalism of the department.
  • To deal with telephone enquiries and/or pass on accurate and concise messages to senior staff for action as appropriate.


4 GCSE's, Grades A-C / 9-4, to include English or English Language (excluding English Literature) or equivalent and 1 year's relevant experience*.


2 years' relevant clerical or administrative experience*

Experience in the use of Microsoft Packages

*Relevant experience is defined as experience of working with computerised data information systems in a working


  • Ability to work effectively and as part of a team.
  • Demonstrate ability to use own initiative and work under limited supervision.
  • Previous experience in use of MS Teams, Patient Administration System, BOIS, I-Site, NIPACS, Symphony, IFIT, ECR, or similar IT systems
  • ECDL or in-depth experience and knowledge of Microsoft Packages including Word or equivalent


If you are interested and available for this position, please upload your CV to the link or contact Hollie McArthur.

To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £18 - £33 depending on clearance level.

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