Job overview
Working as part of the legal service team within the corporate directorate, the post holder will be responsible under the supervision of the Claims and Inquest Manager, for the day-to-day management of Coroners’ cases and claims including Employer’s Liability; Public Liability claims and CNST (clinical negligence) claims each year.
* To support the Directorate in all of its functions
* To be the initial point of contact for all communications relating to claims and inquests. This will include liaising with operational crews, Coroners and personal and legal representatives for patients and families. This will involve discussing distressing and upsetting clinical incidents, involving fatalities or poor clinical outcomes.
* Activating the relevant processes to ensure that each case is managed efficiently and systematically through to completion and outcome.
· The post holder will deal with often complex, contentious matters on a daily basis and will be expected to maintain patient and staff confidentiality at all times.
· Working independently to a high degree of accuracy meeting strict deadlines.
· The post-holder may also be required to undertake additional duties as directed by the Head of Legal Services or Claims and Inquest Manager.
Main duties of the job
Litigation: Be responsible for collating medical records following requests from claimant solicitors. Ensuring the Trust discloses records in accordance with the provisions of the Data Protection Act 2018.To register new claims on the internal claim’s database, updating where required to reflect progress on a claim. To ensure the timely disclosure of medical records to the claimant’s solicitor. To maintain electronic claim files, including the scanning and filing of new documents in their respective folders. To adapt and apply experience and acquired legal knowledge to undertake a range of non-routine tasks. To identify staff to approach for statements where required. To notify the Claims and Inquest Manager and Head of Legal Services of all new claims received and report such claims to the NHS Resolutions and update the database.
Inquests: To maintain an accurate and current spreadsheet tracking all activity on new and existing inquests involving Trust staff. To correspond with staff at all levels to collect statements and ensure information is provided to the Coroner within strict deadlines. To liaise with the Coroner’s Office to provide updates on the provision of information, statements, and availabilities of staff. To arrange meetings with the Claims and Inquest Manager and Head of Legal Services, Trust witnesses and solicitors as required. To support the Claims and Inquest Manager and Head of Legal Services at Inquest when required.
Working for our organisation
Benefits we offer:
* Full training and a range of courses which you can book locally.
* Holiday entitlement of 27 days, rising to 29 days after 5 years’ service and 33 days after 10 years’ service, plus an additional 8 days bank holiday (pro rata for part time).
* Automatic enrolment into the NHS Pension Scheme.
* Access to continual professional development within SCAS and the wider NHS.
* Occupational Health support and direct access to our Employee Assistance Programme as well as our own Health and Wellbeing Team.
* NHS Discounts in over 200 + stores saving money on holidays, days out, car insurance, restaurants, clothing and much more.
* Ability to join our staff networking groups (as a member, ally or just for interest).
Corporate Induction
It’s really important for us to ensure you have the best onboarding experience which allows you to feel a sense of belonging from the start. To help with this, we will book your Corporate Induction as soon as we possibly can (depending on availability).
All new starters need to attend our *Corporate Induction in person, this is held over one and half days from our educational centres based in: Newbury (Berkshire), Bicester (Oxfordshire) or Whiteley (Hampshire). More specific details will be sent to you once your start date has been confirmed.
*Please note – depending on your role additional training may be required following on from your corporate induction.
Detailed job description and main responsibilities
· To work independently regarding all aspects of claims and inquest management
· Supervising the Legal Services Administrator to ensure that requests for medical records (where litigation is contemplated) are acted upon in accordance with the Data Protection Act 2018, General Data Protection Regulation (GDPR) and Access to Health Records Act 1990.
· To maintain principles of confidentiality at all times; particularly when handling highly sensitive, contentious information in relation to potential litigation.
· To provide and receive complex and highly sensitive information.
· To communicate effectively with all members of Trust staff and external stakeholders. By nature of the job role, this will involve discussing distressing and upsetting clinical incidents, including those related to fatalities or poor clinical outcomes.
· To manage an unpredictable workload, prioritising tasks appropriately and independently.
· To partake in directorate meetings in the absence of the Claims and Inquest Manager
· To deliver Trust wide training on litigation claims and inquest hearings
· Operate in line with the rules around Duty of Candour, legal privilege and in line with the Trust’s values.
· Produce monthly reports on the caseload of claims and inquest files opened and present to the Head of Legal Services and the Claims and Inquest Manager and other senior members of the directorate when requested.
Claims Management
* Carry out initial investigations into low and medium value claims, identifying staff members involved and sourcing relevant documents and information (for example, clinical records, call recordings, staff records), some of which may be complex, sensitive and or distressing. Where appropriate, assist the Head of Legal Services and the Claims and Inquest Manager with the daily functions associated with the management of high value claims.
* Under the direction of the Head of Legal Services and the Claims and Inquest Manager, investigate staff personal injury claims. Once initial investigations are complete consider what further information is required to reach a view on liability for the claim and obtain this. Once investigation is complete, present the findings to the Head of Legal Services and the Claims and Inquest Manager, setting out the options in relation to liability and next steps.
* To supervise the Legal Services Administrator and ensure they register new claims on the claim’s database and update the database where required to reflect progress on a claim.
* Management of claims caseload under the supervision and guidance of the Head of Legal Services and the Claims and Inquest Manager.
* Develop a good knowledge of NHS Resolution scheme rules and guidance, Civil Procedure Rules, Pre-action Protocols rules as they apply to the Trust’s claims and contentious inquests.
* Respond to requests for records in relation to potential claims ensuring timescales for disclosure are met. This will include obtaining records from a range of Trust systems.
* Promptly report CNST, LTPS and PES claims to NHS Resolution in accordance with the scheme rules including drafting NHS Resolution report forms and submit these to the NHS Resolution securely along with relevant documents and information.
* Liaise with NHS Resolution, Solicitors, Coroner’s officers and colleagues to ensure that documents and records relating to claims and inquests are disclosed as appropriate and within timescales. Where information and documents are provided to parties external to the Trust, ensure that clear records are kept showing what has been disclosed and the basis for doing so.
* Deal promptly with any requests for information from claims handlers and legal representatives dealing with Trust claims and inquests (seeking supervision from the Head of Legal Services and the Claims and Inquest Manager as necessary).
* Arrange meetings between claims handlers/solicitors and Trust staff.
* Support with taking statements from members of staff and other witnesses.
* Be responsible for the maintenance of the electronic and hard copy claims files, ensuing that they are kept up to date and in good order. Keep the team file summaries updated.
* Ensure all cases are accurately recorded and updated on the Trust’s spread sheet for legal services and that the information held by the Trust is accurate and updated to accord with that held by the NHSR.
* Assist with the preparation of reports and updates for meetings as required.
* Deal with general enquiries raising issues with the Head of Legal Services and the Claims and Inquest Manager as appropriate.
* Assist the Head of Legal Services and the Claims and Inquest Manager to identify lessons learned from individual claims and inquests as well as themes, trends and patterns to prevent future harm, loss or damage.
* To adapt and apply experience and acquired legal knowledge to undertake a range of non-routine tasks.
* To notify the Head of Legal Services and the Claims and Inquest Manager of all new claims received
* To process payment requests and liaise with the Finance Directorate to ensure that payments are processed on time. This will include protecting the Trusts finances by reviewing legal paperwork to ensure that the claimant’s requests for payment mirror the amount agreed and liaising with the Executive Team to ensure that appropriate authorised signatory is obtained.
Inquests
* To manage a portfolio of inquests. To correspond with staff at all levels to collect statements and ensure information is provided to HM Coroner within strict deadlines. Obtaining detailed witness statements as needed within each case and provide advice on the completion of witness statements including identifying apparent gaps in the contemporaneous records and issues that may be raised. This will require sensitivity as by nature staff will have been involved in distressing and upsetting clinical incidents where there has been a fatal outcome. This process will often involve receiving sensitive information or having conversations regarding sensitive and upsetting matters; and offering reassurance to distressed members of staff.
* Assisting the Head of Legal Services and the Claims and Inquest Manager with interviewing, drafting statements and preparing witnesses for Court.
* Writing to the key members of staff for reports on the clinical care received.
* Ensuring all inquests are accurately recorded and maintained on the Datix system and the Legal Services spreadsheet tracking all activity on new and existing inquests involving Trust staff.
* When necessary, dealing with bereaved and emotionally distressed families sensitively.
* To ensure that the Head of Legal Services and Claims and Inquest Manager is immediately alerted to any risk, clinical risk or media interest exposed by any inquest.
* Retrieving statistical information on current and new inquests for the purposes of the quarterly reports for Senior Management.
* Supporting the Claims and Inquest Manager with the development and delivery of in-house training on aspects of inquest and claims handling.
* Alert the Head of Legal Services and Claims and Inquest Manager to concerns expressed by colleagues about attending an inquest or other court hearing, give reassurance as necessary, and explain the legal framework.
· To liaise with the Coroner’s Office to provide updates on the provision of information, statements, and availabilities of staff.
Person specification
Qualifications and Training
Essential criteria
* GCSE grade A - C in English and Maths or equivalent
Desirable criteria
* RSA level 2 or equivalent
* ECDL
* Qualification in Administration
Knowledge and Experience
Essential criteria
* Experience of working in a similar professional environment within a support or administration role
* Experience of working with IT systems and good knowledge of Microsoft Office Suite
* Sound knowledge of Confidentiality, FOI and Data Protection
Desirable criteria
* Knowledge of the Trust's software packages
* Experience of working with the public and / or external agencies
We understand that some applicants may choose to use AI tools to assist with completing their application. While this is not against our guidelines, it’s important that your application remains an accurate and honest reflection of your own skills, experience, and achievements. Please ensure that any content generated or supported by AI truly represents you and your capabilities, as this will form the basis of our assessment throughout the recruitment process.
We actively welcome job applications from candidates who have a disability or who are members of the BAME, LGBTQ+ and Armed Forces community (including: Reservists, Veterans, Spouses and Cadets). Here at SCAS we are proud to have a workforce that reflects the diverse community we serve. Applicants who have a disability or are members of the armed forces community who meet the minimum shortlisting criteria for their post of interest will be invited for an interview and/or assessment (where applicable).
Please be assured that any requests for reasonable adjustments will not negatively affect your application.
As well as standard NHS benefits like generous holiday entitlement and an excellent pension scheme, we offer lots of extras for our staff.