What are the responsibilities and job description for the 25.26 AO - Legal Administrative Officer position at Disclosure and Barring Service (DBS)?
Work is currently done largely remotely, but the post holder will have a contracted office base of Darlington. The post holder will work from the Darlington Office in accordance with the needs of the organisation, which will vary from time to time.
Due to the nature of the work of an in-house legal team, there may be the necessity to attend at the office at short notice, outside of the monthly business need, to deal with urgent mail, copying or scanning.
Job Summary
DBS was established under the Protection of Freedoms Act 2012 on 1 December 2012, operating from two sites, Liverpool and Darlington. We operate on behalf of government delivering Disclosure functions in England, Wales, Jersey, Guernsey and the Isle of Man, and Barring functions for England, Wales and Northern Ireland.
We operate in the complex world of safeguarding alongside our multi agency partners. Safeguarding means protecting people’s health, wellbeing and human rights, and enabling them to live free from harm, abuse and neglect.
We provide a service that enables organisations in the public, private and voluntary sectors to make better informed, safer recruitment and other decisions. We do this by providing information to enable them to determine whether individuals are unsuitable or unable to undertake certain work, particularly with occupations involving regular contact with vulnerable groups, including children.
Job Description
To provide administrative support to the DBS Legal Services Team, including:
To work collaboratively with colleagues within the team, Legal services, and the wider DBS to gain relevant information and share ideas of best practice and efficiencies, that will continually improve the service that we offer to our customers.
To provide administrative support to the DBS Legal Services Team, including:
To work collaboratively with colleagues within the team, Legal services, and the wider DBS to gain relevant information and share ideas of best practice and efficiencies, that will continually improve the service that we offer to our customers.
Person specification
Essential Criteria
Ability
Experience
To View the DBS Recruitment and On-boarding Privacy Notice, please click the link below:
DBS Recruitment and On-boarding Privacy Notice - GOV.UK (www.gov.uk)
This privacy notice covers personal data collected during the recruitment, security clearance and on-boarding process.
Behaviours
We'll assess you against these behaviours during the selection process:
The DBS offers a number of excellent benefits for its employees. These can include:
The DBS vision and purpose is to make people safer by being a visible, trusted and influential organisation, providing an outstanding quality of service to all our customers and partners, where our people understand the important safeguarding contributions they make and feel proud to work here. To do this, the DBS is committed to being an employer that is able to attract, develop, retain and engage diverse talent that is representative of the communities we serve, and to be an organisation providing outstanding service to all our existing and new customers, who are diverse and have a range of different needs. We want all our staff to be able to bring their ‘whole self’ to work.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
To apply for this role, please provide a CV and Suitability Statement of not more than 500 words outlining how your skills and experiences meet the requirements of the role. This should include all essential and desirable criteria and the key responsibilities. In addition, you will also be required to provide examples for the following behaviours, Managing a Quality Service, Working Together and Delivering at Pace.
For All Candidates Who Are Successful At The Initial Sifting Stage, You Will Be Asked To Attend a Behaviour Based Interview Process. The Interview Will Be Conducted Face To Face And Will Be Separated Into 2 Parts:
Part 1: Practical exercise which you will be required to complete under timed supervision. This will be measured against the essential criteria. You will undertake this exercise prior to the interview at Part 2.
Part 2: Behaviour based face to face interview. This will be measured against the behaviours Managing a Quality Service, Working Together and Delivering at Pace.
Probing questions will also be asked against essential criteria.
Advert closing date: 10th March 2025 at 12.00noon
Sift week commencing: 10th March 2025
Interviews will be conducted once sift has been completed. Should there be a large amount of applicants, the sift will initially be conducted on the lead behaviour, Managing a Quality Service.
Whilst we will endeavour to provide some flexibility with regard to dates wherever possible. It is unlikely that we will be able to offer an alternative date once an appointment has been scheduled.
Feedback will only be provided if you attend an interview or assessment.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
Security
Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Nationality requirements
This Job Is Broadly Open To The Following Groups:
Working for the Civil Service
The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Contact point for applicants
Job Contact :
Due to the nature of the work of an in-house legal team, there may be the necessity to attend at the office at short notice, outside of the monthly business need, to deal with urgent mail, copying or scanning.
Job Summary
DBS was established under the Protection of Freedoms Act 2012 on 1 December 2012, operating from two sites, Liverpool and Darlington. We operate on behalf of government delivering Disclosure functions in England, Wales, Jersey, Guernsey and the Isle of Man, and Barring functions for England, Wales and Northern Ireland.
We operate in the complex world of safeguarding alongside our multi agency partners. Safeguarding means protecting people’s health, wellbeing and human rights, and enabling them to live free from harm, abuse and neglect.
We provide a service that enables organisations in the public, private and voluntary sectors to make better informed, safer recruitment and other decisions. We do this by providing information to enable them to determine whether individuals are unsuitable or unable to undertake certain work, particularly with occupations involving regular contact with vulnerable groups, including children.
Job Description
To provide administrative support to the DBS Legal Services Team, including:
- Providing general administrative support to the legal team
- Monitoring of shared mailboxes, actioning emails as required and updating the daily inbox report.
- Assisting with the maintenance of case management systems, including opening and closing files, and filing of documentation in the required format.
- Collating documentation from organisation wide case management systems.
- Maintaining and reconciling legal team logs and spreadsheets.
- Assisting with data collation and reconciliation.
- Supporting data retention records management.
- Formatting legal documents.
- Copying, scanning, printing and mailing documents where required.
- Assisting with the raising of purchase orders, payment of invoices, and collating information for monthly accruals.
- Booking travel and accommodation for the legal team.
- Administrative correspondence with internal and other external stakeholders, as directed. This will include:
- liaising with barrister’s chambers by telephone and / or email to book Counsel where required by the team.
- liaising with Courts and Tribunals by telephone and / or email to follow up queries regarding cases.
To work collaboratively with colleagues within the team, Legal services, and the wider DBS to gain relevant information and share ideas of best practice and efficiencies, that will continually improve the service that we offer to our customers.
To provide administrative support to the DBS Legal Services Team, including:
- Providing general administrative support to the legal team
- Monitoring of shared mailboxes, actioning emails as required and updating the daily inbox report.
- Assisting with the maintenance of case management systems, including opening and closing files, and filing of documentation in the required format.
- Collating documentation from organisation wide case management systems.
- Maintaining and reconciling legal team logs and spreadsheets.
- Assisting with data collation and reconciliation.
- Supporting data retention records management.
- Formatting legal documents.
- Copying, scanning, printing and mailing documents where required.
- Assisting with the raising of purchase orders, payment of invoices, and collating information for monthly accruals.
- Booking travel and accommodation for the legal team.
- Administrative correspondence with internal and other external stakeholders, as directed. This will include:
- liaising with barrister’s chambers by telephone and / or email to book Counsel where required by the team.
- liaising with Courts and Tribunals by telephone and / or email to follow up queries regarding cases.
To work collaboratively with colleagues within the team, Legal services, and the wider DBS to gain relevant information and share ideas of best practice and efficiencies, that will continually improve the service that we offer to our customers.
Person specification
Essential Criteria
Ability
- Ability to communicate effectively and efficiently verbally and in writing
- Excellent attention to detail and accuracy in data input and written communications
- Confident telephone manner
- Ability to work flexibly and prioritise tasks
- Ability to work effectively in a fast-paced team
- Excellent organisational skills
- Experience in Microsoft Office, including Word, Office and Excel
- Experience of providing administrative support in a corporate environment, in professional / corporate environment, in either the public or private sector
Experience
- Experience of providing administrative support to lawyers, or in a public sector environment
- Experience of using a legal case management system
- Experience of working remotely, communicating via Microsoft Teams (or similar)
To View the DBS Recruitment and On-boarding Privacy Notice, please click the link below:
DBS Recruitment and On-boarding Privacy Notice - GOV.UK (www.gov.uk)
This privacy notice covers personal data collected during the recruitment, security clearance and on-boarding process.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Working Together
- Delivering at Pace
The DBS offers a number of excellent benefits for its employees. These can include:
- Generous annual leave entitlement
- Excellent maternity, paternity and adoption schemes (after a qualifying period)
- Commitment to the health and wellbeing of our employees
- Employee Assistance Programme
- Flexible working opportunities
- Eyecare voucher scheme
- Occupational Health Service including referrals for counselling and physiotherapy
- 24/7 Counselling and Wellbeing Service
- A Civil Service Pension with an employer contribution of 28.97%
The DBS vision and purpose is to make people safer by being a visible, trusted and influential organisation, providing an outstanding quality of service to all our customers and partners, where our people understand the important safeguarding contributions they make and feel proud to work here. To do this, the DBS is committed to being an employer that is able to attract, develop, retain and engage diverse talent that is representative of the communities we serve, and to be an organisation providing outstanding service to all our existing and new customers, who are diverse and have a range of different needs. We want all our staff to be able to bring their ‘whole self’ to work.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
To apply for this role, please provide a CV and Suitability Statement of not more than 500 words outlining how your skills and experiences meet the requirements of the role. This should include all essential and desirable criteria and the key responsibilities. In addition, you will also be required to provide examples for the following behaviours, Managing a Quality Service, Working Together and Delivering at Pace.
For All Candidates Who Are Successful At The Initial Sifting Stage, You Will Be Asked To Attend a Behaviour Based Interview Process. The Interview Will Be Conducted Face To Face And Will Be Separated Into 2 Parts:
Part 1: Practical exercise which you will be required to complete under timed supervision. This will be measured against the essential criteria. You will undertake this exercise prior to the interview at Part 2.
Part 2: Behaviour based face to face interview. This will be measured against the behaviours Managing a Quality Service, Working Together and Delivering at Pace.
Probing questions will also be asked against essential criteria.
Advert closing date: 10th March 2025 at 12.00noon
Sift week commencing: 10th March 2025
Interviews will be conducted once sift has been completed. Should there be a large amount of applicants, the sift will initially be conducted on the lead behaviour, Managing a Quality Service.
Whilst we will endeavour to provide some flexibility with regard to dates wherever possible. It is unlikely that we will be able to offer an alternative date once an appointment has been scheduled.
Feedback will only be provided if you attend an interview or assessment.
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.
Security
Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.
Nationality requirements
This Job Is Broadly Open To The Following Groups:
- UK nationals
- nationals of the Republic of Ireland
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
- individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
- Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Working for the Civil Service
The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
Diversity and Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
Contact point for applicants
Job Contact :
- Name : Elizabeth Eagles
- Email : DBSPeopleSupportTeam@dbs.gov.uk
- Email : DBSPeopleSupportTeam@dbs.gov.uk
Salary : $25,419