Legal Secretary

Job Purpose

Under the direct supervision of the Senior Director, Legal Affairs, the Legal Secretary is responsible to:

• Organise many office affairs, including organising dates for hearings, arranging meetings, liaising with internal and external stakeholders, and preparing documents to assist the Legal Affairs Division in its operations.

Key Responsibility Areas

Technical/Professional Responsibilities

• Prepare manuscripts, briefs and other documents, including information dictated, accurately and presentably.
• Review legal publications and perform database searches to identify laws and court decisions relevant to pending cases; and submit articles and information from searches to attorneys for review and approval for use.
• Assist with maintaining an effective documentation/filing system that allows confidentiality, security and speedy retrieval of documents/information per established standards.
• Manage the inventory and distribution of office supplies for the Division and assist with compiling the supplies and material resources of the Division’s budget by advising on usage patterns of the various supplies, materials and services and their costs.
• Assemble and disseminate information to internal and external personnel as required.
• Prepare reports and written materials for presentations, meetings and conferences and respond to routine and other correspondence as directed.
• Process incoming and outgoing correspondence per established procedures, check emails sent to the Division, and bring items that must be dealt with at that level to the senior executive.
• Maintain copy files of official email correspondence, computer-generated documents and other documents as directed.
• Coordinate travel arrangements and prepare itineraries for local and overseas business trips.
• Prepare affidavits, witness statements or similar documents and maintain a document file.
• File documents with the registry of the various Courts of Jamaica.
• Acts as Liaison between the Division and other Divisions within the Agency and between the Division and external persons.

Management/Administrative Responsibilities

• Maintains leave files for all staff of the Division.
• Provides receptionist/telephone services for the Senior Director.   
• Coordinates logistics for meetings hosted by the Legal Affairs Division, including preparing agenda; organising relevant information and documents; securing venue and refreshments; taking meeting minutes; and reproducing and distributing minutes per established guidelines.
• Collaborates on heavy calendar management, requiring interaction with internal and external executives, assistants, and consultants to coordinate complex executive meetings and routine and special appointments for the Senior Director, advising of matters requiring prompt attention.
• Prioritizes and manages multiple projects simultaneously and follows through on issues promptly.
• Carries out special assignments as assigned by the CEO and Senior Director.

Customer Service Responsibilities

• Maintains customer service principles, standards and measurements.
• Identifies and incorporates the interests and needs of customers in business processes.
• Ensures communication of date/time arrangements for hearings and court procedures are executed promptly.

Other Responsibilities

• Perform all other duties and functions as may be required occasionally.  
• May be required to provide witness statements, attend court proceedings, and give evidence. 
• Comply with Health and Safety Policies and procedures.

Required Competencies

Core

• Sophisticated telephone skills, positive energy, and attention to detail
• Expert-level written and verbal communication skills.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• High level of professionalism and confidentiality
• Strong decision-making skills.
• Strong customer orientation skills
• Strong initiative and resourcefulness skills
• Highly observant with a solid attention to detail.
• Ability to interact with staff at all levels in a fast-paced environment.
• Ability to work independently with little or no supervision.

?Technical

• Comprehensive knowledge of the Agency’s activities, policies and procedures.
• Working knowledge of Customs Act, Regulations and related legislation and rulings.
• Working knowledge of business laws, commercial practices, international trade and policies, or keen willingness to learn.
• Working knowledge of the applicable criminal practice and procedure rules and the relevant constitutional laws or keen willingness to learn.
• Highly proficient in relevant computer applications, case management software, and legal technology.
• Experience assisting management with the creation of report presentations.
• Experience scheduling travel arrangements for management.

Minimum Required Education and Experience

• First degree in Management Studies or a similar field from a recognised university
• Certified Administrative Professional designation/completion of Certificate in Administrative Management (Level 3/4) (MIND)
• 1-2 years of administrative experience and experience in the legal profession.
• Training in records management and exposure to office management and procurement procedures.
• Paralegal training would be advantageous.

Special Conditions Associated with the Job

• Work will be conducted in a typical office outfitted with standard equipment.
• The environment is fast-paced, with ongoing interactions with critical stakeholders and meeting tight deadlines, which will result in high degrees of pressure on occasion.
• May be required to work extended hours.
• Spends extensive hours in front of the computer screen.
• Handles all telephone calls into the Senior Director’s office.