---

Job description

To be responsible to the Legal Support Assistant for the maintenance of the service’s archives, technical library system, input of case outcomes and expenses as required to meet the needs of the service in the most cost-effective and efficient system and in accordance with agreed quality, time and budget targets.

Responsibilities

• To maintain secure storage for all title deeds, lease agreements, easements, assignments, rights of way, wayleaves, contracts and associated records.
• To maintain the legal casefile archive and ensure compliance to the agreed schedule of disposal.
• To liaise with the Council’s commercial storage provider for semi- current records.
• To input and update archive details on the legal case management system and to carry out mail duties as and when required.
• To maintain and update deeds schedules for each Council property.
• To track movement of all documentation ensuring security of title deeds.
• To maintain subscriptions, access and research online systems including LandWeb and LexisNexis.
• To liaise with the Law Society library and acquire updates to technical information as required.
• To maintain the service’s technical library including online NI legislation.
• To process legal documents, open case files, input data and administer procedural non-contentious work.
• To liaise with the Legal Support Assistant regarding maintenance of ICOS referencing and expenses for third party prosecutions and claims.
• To maintain and update the Council’s contract register.
• To ensure the movement of sealed contracts and associated documentation to other Departments is documented and tracked.
• To process all relevant incoming legal documentation for scanning and saving onto the legal case management system.
• To co-ordinate the transfer of records identified for permanent presentation to PRONI.
• To assist staff in the performance of their duties by undertaking archival and library research.
• To compile appropriate statistical data on archive users and to comply with all rules in respect of retention and disposal of documents.
• To assist in the input and update of case outcomes and expenses on the legal case management system.
• To assist in the provision of training programmes with respect to the use of the case management, archival and library facilities.
• Participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and other human resource management policies and procedures, as appropriate, including, absence ma
• Act in accordance with the council and departmental policies and procedures including customer care, equal opportunities, health and safety, safeguarding and any pertinent legislation.
• Undertake the duties in such a way as to enhance and protect the reputation and public profile of the council.
• Undertake such other relevant duties as may from time to time be required.

Skills and Qualifications

Essential Skills

• Applicants must, as at the closing date for receipt of applications, be able to demonstrate on the application form, by providing personal & specific examples, that they have at least 1 year’s relevant work experience in each of the following areas:
• The administration of legal documentation including data input to legal case management systems and maintenance of databases;
• Working with title documentation and associated property records; and
• Dealing with queries and enquires from both internal and external customers.

Desirable Skills

• Applicants must also be able to demonstrate that they possess the following special skills and attributes, which may be tested at interview:
• Communication skills: excellent written and verbal communication skills.
• Customer care skills: the ability to understand the specific needs of internal and external customers and to respond promptly and effectively, etc.
• Information Technology skills: the ability to input, locate, retrieve and print data from relevant information systems, etc.
• Work planning skills: the ability to organise diary dates and meetings and to plan, prioritise and complete scheduled work by the required deadlines, etc.
• Decision-making and work planning skills: the ability to work independently and use their initiative.
• Organisational skills: the ability to work to agreed time and targets to achieve objectives and the ability to work with varied or conflicting priorities.
• Political sensitivity: the ability to proactively protect the reputation and image of the council, its members and its employees whilst undertaking responsibility for working with external contacts.
• Team-working skills: the ability to work co-operatively and supportively with colleagues contributing to the success of the team and achievement of objectives.