Administrative Assistant (GMG/AM 4) - Legal Services Unit

Key Responsibilities

Administrative/Management: 

• Contributes to the development of the LSU’s Strategic and Operational Plan and Budget;
• Develops Individual Work Plans based on alignment to the LSU’s Plan; 
• Participates in meetings, seminars, workshops and conferences, as required; 
• Prepares reports and project documents, as required. 

Technical/Professional: 

• Manages the calendar of schedules and appointments on behalf of the Senior Assistant AG; 
• Prepares audio visual presentations, as appropriate; prepares Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences, interviews, as appropriate/directed; 
• Reviews, collates and edits reports for submission to the Senior Assistant AG and other stakeholders, as directed; 
• Composes and prepares correspondence, memoranda, agenda and other documents that are oftentimes confidential; 
• Produces and distributes action sheets, notes/Minutes of meetings; follows up on actions to be taken; 
• Co-ordinates all activities related to the preparation of the LSU’s budget, corporate and operational plans, individual work plans, performance appraisal reports, leave schedules and training needs analysis, to ensure submission within stipulated deadlines; 
• Co-ordinates the preparation and timely advancement of Cabinet Submission; tracks the processing of these submissions; 
• Ensures Cabinet decisions are received and actioned as directed/appropriate; 
• Communicates directly, on behalf of the Senior Assistant AG, to LSU staff, AGC-HQ staff, external clients/customers stakeholders and others, on matters related to the Senior Assistant AG’s Office; 
• Functions as a liaison for smooth communication between the Senior Assistant AG and internal Divisions of the Ministry, in a manner that serves to maintain credibility, trust and support; 
• Ensures visitors and incoming calls to the Legal Services Unit are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other action are taken as deemed appropriate; 
• Works closely with the Senior Assistant AG to keep him/her well informed of upcoming commitments and schedules, and follows up as appropriate; 
• Processes all correspondence addressed to the Senior Assistant AG; routes correspondence and documents as appropriate to allow for the efficient operation of the LSU; 
• Conducts on-line and off-line research on routine matters, at the request of the Senior Assistant AG; 
• Co-ordinates the receipt, distribution and dispatch of files and correspondence within the LSU, to ensure that matters are settled in accordance with service standards;
• Ensures confidential files and records management systems, electronic and hard copy, are established and maintained, in accordance with established policies and generally accepted professional standards; 
• Maintains and updates databases, consults with Information Systems Personnel regarding programming problems and/or data integrity, and makes recommendations for system enhancement; 
• Demonstrates professionalism, credibility and integrity in the performance of functions to enhance and maintain a positive and credible image of the office; 
• Maintains knowledge of the LSU’s operations, working knowledge of the policies, procedures, practices and protocols, to be able to respond appropriately to enquiries, requests or issues. 

Paralegal Duties 

• Assists in the preparation of legal documents, under the guidance of the Senior Assistant AG; 
• Conducts research into legislation and other sources of law as directed;
• Researches and gathers data inclusive of statutes, legal articles and relevant documents.
• Prepares reports of analysis of research findings; 
• Assists in organizing meetings to review and discuss legal documents;
• Assists in collating documents/bundles in preparation for legal hearings and consultations.
• Keeps and monitors law volumes to ensure that law library is up-to-date, and volumes updated/annotated; 
• Liaises, on an on-going basis, with key stakeholders i.e. attorneys and other parties in facilitating review or development of legal documents; 
• Maintains the AGC’s files and records in a confidential, secure and reliable manner in accordance with established records management principles, to ensure expeditious retrieval of files; 
• Performs all other related duties and functions, as may be required, from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Excellent interpersonal and team management skills 
• Excellent oral and written communication skills 
• Strong analytical and problem-solving skills 
• Strong customer relations skills 
• Excellent planning and organising skills 
• Excellent judgment and decision-making skills 
• Ability to influence and motivate others 
• Proficiency in the use of relevant computer applications 

Technical: 

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities 
• Working knowledge of the format of Cabinet Submission and the approval process
• Solid dictation and transcribing skills 
• Working knowledge of statutes, legislation, regulations, policies and procedures that guide the operations of the Unit 
• Knowledge of office management and administrative procedures and practices
• Knowledge of the principles and practices of public administration 
• Knowledge of research and statistical methods and techniques 
• Ability to compose correspondence and reports 
• Knowledge of the English Legal System, including commercial law, public law and Civil Proceedings. 
• Good knowledge of drafting legal documents 
• Good knowledge of legal research and methods 
• Knowledge of online legal research tools 
• Working knowledge of GOJ operations and of public sector issues. 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Administrative Management or Business Administration or related Social Science. 
• Paralegal qualification OR training. 
• Three (3) years’ experience in a related field 

Please note that only shortlisted applicants will be contacted.