Administrative Assistant (GMG/AM 4)

Job Purpose

Under the general supervision of the Director, Human Resource Management, the Administrative Assistant provides administrative, paralegal and secretarial services to the Deputy Solicitor-General (DSG), which enhance the DSG’s Office and the operations of the Division in general. The Administrative Assistant co-ordinates the activities of the Office, organizes meetings and manages/monitors the DSG’s Calendar, drafts reports and other documentation, and ensures proper Records Management System is maintained.

Key Responsibilities

Technical/Professional: 

• Manages the calendar of schedules and appointments on behalf of the DSG;
• 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 DSG 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 Division’s Budget, Corporate and Operational Plans and Individual Work Plans, to ensure submission within stipulated deadlines; 
• Ensures visitors and incoming calls to the DSG’s Office are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other actions are taken, as deemed appropriate; 
• Works closely with the DSG to keep him/her well informed of upcoming commitments and schedules and follows-up, as appropriate; 
• Processes all correspondence addressed to the DSG; and routes correspondence and documents as appropriate, to allow for the efficient operation of the Division;
• Conducts on-line and off-line research on routine matters at the request of the DSG;
• Co-ordinates the receipt, distribution and dispatch of files and correspondence within the Division, to ensure that matters are settled in accordance with service standards;
• 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 Division’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 DSG;
• 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. 

Required Knowledge, Skills, and Competencies

• Excellent interpersonal and teamwork skills 
• Excellent oral and written communication skills 
• Strong analytical and problem-solving skills 
• Strong customer relations skills 
• Excellent planning and organizing skills 
• Excellent judgment and initiative 
• Proficiency in the use of relevant computer applications 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Administrative Management, Business Administration or related Social Science discipline, paralegal qualification and a minimum of one (1) year related work experience. 

OR 

• Diploma in Administrative Management, Business Administration or related Social Science discipline, paralegal qualification and a minimum three (3) years’ related work experience. 

Please note that only shortlisted applicants will be contacted.