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

Job Purpose

Under the direct supervision of the Senior Assistant Attorney General, the Administrative Assistant provides administrative, secretarial and paralegal support by co-ordinating the activities of the office, managing the Senior Assistant Attorney General’s calendar, drafts reports and legal documents such as Briefs. The incumbent will serve as liaison between the Legal Service Unit (LSU) and undertakes research on routine legal matters; ensures a proper records database is maintained and access to online law research facility is available to allow for the efficient operation of the LSU and the timely delivery of service to the Ministry, its Division and Agencies. 

Key Responsibilities

Administrative Support: 

• Contributes to the development of the LSU’s Strategic and Operational Plan and Budget;
• Develops individual Work Plans based on alignment to LSU’s Plan; 
• Participates in meetings, seminars, workshops and conferences as required; prepares reports and projects documents, as required; 
• 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 enquires, requests or issues. 

Technical Support: 

• Manages the calendar of schedules and appointments on behalf of the Senior Assistant Attorney General; 
• Prepares audio visual presentations, Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences and interviews, as appropriate/directed; 
• Reviews, collates and edits reports for submission to the Senior Assistant Attorney General and other stakeholders, as directed; 
• Composes and prepares correspondence, memoranda, agendas and other documents that are often times 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 the responsible Deputy Solicitor General, internal divisions of the Ministry in a manner that serves to maintain credibility, trust and support; 
• Ensures visitors and incoming calls to the Senior Assistant AG’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 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; and 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; 

Paralegal: 

• 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 organising 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 any other related duties that may be assigned from time to time. 

Required Knowledge, Skills, and Competencies

Core: 

• Good oral and written communication skills; 
• Good problem-solving and decision-making skills; 
• Teamwork and co-operation; 
• Ability to use own initiative; 
• Good planning and organizing skills; 
• Integrity; 
• Good interpersonal skills; 
• Managing external relationships. 

Functional/Technical: 

• Working knowledge of the format of Cabinet Submission and the approval process;
• Working knowledge of statutes, legislations, regulations policies and procedures that guide the operations of the Unit; 
• Sound knowledge of general office procedures and practices; 
• Good research and information gathering skills; 
• Sound knowledge in technical/administrative functions; 
• Knowledge of GoJ Policies and Procedures; 
• Proficiency in use of Microsoft Office Suite and other relevant computer applications and systems. 

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.