Legal administrator

Band 3 · Legal assistant · 223 job evaluation points

Legal administrators run the legal team's administrative processes, such as matter opening, document management, registers, and invoices, following set procedures.

Responsibilities

Open, update, and close matters in the matter management system.
File, format, and retrieve legal documents, keeping them secure and confidential.
Maintain contract, deed, and signing registers.
Manage diaries and key dates, and remind lawyers of deadlines.
Check and process invoices from external lawyers.
Answer routine enquiries and route requests for legal advice.

Skills

Skill	Expected level	What this level means
Legal administrationThis reference	Working (2)	You can: manage diaries, deadlines, and key dates for a team prepare and format legal documents, bundles, and signing packs check and process external lawyers' invoices manage contract and deed registers
Contract drafting and reviewThis reference	Awareness (1)	You can: explain the main parts of a contract, such as parties, term, payment, liability, and termination prepare standard documents from approved templates
Information and data lawThis reference	Awareness (1)	You can: explain the basic principles of data protection and confidentiality recognize information requests and data breaches and route them correctly
Communicating informationUK GDaD PCF	Awareness (1)	You can: listen to the needs of design and business stakeholders and interpret information take part in discussions within a multidisciplinary team
Information governance and data protectionThis reference	Working (2)	You can: apply data protection principles to your work contribute to data protection impact assessments handle information requests and records correctly
Understanding health and care servicesThis reference	Awareness (1)	You can: describe the main parts of the health and care system and the services the organization supports explain why patient safety and confidentiality matter in your work

Typical qualifications and experience

Good administrative and keyboard skills, gained through education or work experience.
A legal administration qualification is useful but not essential.

Band 3 outline

Knowledge: Knowledge of a range of procedures, some non-routine; typically a level 3 qualification or equivalent experience.
Autonomy: Works within procedures; decides how to organize own work; refers problems upward.
Scope: Own work and some tasks for the wider team.
Leadership: May allocate routine work or train others in procedures.
Accountability: Accuracy of own work and of records kept.

Job evaluation (illustrative)

Factor	Level	Level summary	Points
Communication and relationship skills	3	Gives routine information needing tact or persuasion, or complex or sensitive information, or straightforward training to groups.	21
Knowledge, training, and experience	3	A range of procedures, some non-routine, needing base-level theory (for example a level 3 qualification or equivalent experience).	60
Analytical and judgmental skills	2	Judgments on facts or situations, some needing analysis.	15
Planning and organizational skills	2	Plans straightforward tasks or activities, some ongoing.	15
Physical skills	3	Developed skills needing speed or accuracy, such as advanced keyboard use.	27
Responsibility for patient and client care	1	Helps patients, clients, or relatives during incidental contact.	4
Responsibility for policy and service development	1	Follows policies set by others; may comment on changes.	5
Responsibility for financial and physical resources	2	Handles cash or valuables, looks after equipment used by others, controls stock, or authorizes small payments.	12
Responsibility for people	1	Shows own work routines to new or less experienced colleagues.	5
Responsibility for information resources	3	Takes formal minutes, regularly writes reports or queries, or maintains information systems as a significant duty.	16
Responsibility for research and development	1	Carries out surveys or audits for own work; occasionally takes part in research or testing.	5
Freedom to act	2	Follows standard procedures and precedent; someone is usually available to ask; work may be checked.	12
Physical effort	2	Frequent sitting or standing in a restricted position, or occasional light to moderate effort.	7
Mental effort	2	Frequent concentration on predictable work, or occasional concentration on unpredictable work.	7
Emotional effort	1	Rare exposure, or occasional indirect exposure, to distressing circumstances.	5
Working conditions	2	Occasional unpleasant conditions, frequent travel or outdoor work, or near-continuous screen use on most days.	7
Total (Band 3: 216 to 270)			223