[PDF] Workflow System Support Officer - Jobs WA

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Department of Justice

State Solicitor's Office

Job Information Package

Legal Assistant Level 2 Pool

About the State Solicitor's Office

The State Solicitor's Office is the longest standing legal office in Perth having been established in 1838. The Office is highly regarded as a leading legal service provider offering a broad range of legal services to the West Australian State Government and Ministers, and to over 120 client departments, instrumentalities and statutory corporations. Under the leadership of the State Solicitor, the Office: Provides legal advice Conducts litigation Conducts government commercial and conveyancing matters Provides representation as counsel in courts and tribunals Prepares legal documents The State Solicitor's Office also advises the Attorney General on legal matters, including those relating to law reform. Centrally located in the Perth CBD, we have a staff contingent of approximately 148 lawyers and over 80 support staff.

Legal Assistant Level 2

Are you a dedicated hard working Legal Assistant who is looking for your next challenge? The State Solicitor's Office is seeking Legal Assistants who are skilled at providing direct, high quality, timely and responsive secretarial, paralegal and clerical support for a small group of lawyers in our busy government practice. It is essential that you have substantial hands-on legal experience in any of the following roles: Legal Secretary, Law Clerk and Paralegal or similar. Those successful in gaining a position in the recruitment pool may be offered a fixed term contract of six months or less with possible extension or possible permanency. It is important that you carefully read the role, responsibilities and work related requirements included in this information package and use the information provided to write your response. Though you do not need to address all the work related requirements at this stage the panel will assess your suitability for the pool positions against each of them at various stages during the selection process.

What is a recruitment pool?

A recruitment pool is a merit selection process that assesses and establishes a pool of successful applicants for a fixed period (in this case for 12 months) to fill current and future vacancies.

Suitability

Though these positions do not require the occupant to hold formal qualifications it is reasonable to expect that: the applicant has or is undertaking some form of related study have experience working in a legal environment as a law clerk, paralegal, court officer, registry officer, legal secretary or similar Please note, this role does not meet the work placement requirements for a law graduate diploma in legal practice. Information on our Office's Law Graduate Program is available on the State Solicitor's pages on the Department of Justice website (www.justice.wa.gov.au) and further information can be obtained from Brianna Marszal on 9264 1883 or Beverley Salmon on 9264 1005.

Role description

Under the supervision of a Lawyer, Managing Law Clerk or Senior Managing Law Clerk and as part of a team of support staff, this position provides direct, high quality, timely and responsive legal assistant support to a group of approximately 4 or 5 Lawyers.

Legal Assistant Level 2 Responsibilities

Legal Assistant positions within the SSO have similar (though not identical) roles reflecting the differing support needs of their assigned lawyers. The occupant of any SSO Legal Assistant position is required to deliver the entire suite of core services, as well as some variable services, as is determined by the practice needs. The actual mix for each position will be discussed prior to appointment and may vary over time.

Core Responsibilities

1. Telephones

Provides comprehensive telephone services for the allocated lawyers, including screening calls, answering enquiries and taking messages. Also on a roster basis provide lunch cover on reception and on some occasions as required provide emergency cover on reception.

2. Word Processing and Document Production (Intermediate)

Produces a range of standard memos, letters, opinions, legal documents and court forms for lawyers from hand-written drafts.

3. Clerical Support

Assists lawyers with a range of clerical tasks including sorting and filing correspondence; scanning, photocopying or binding of materials; maintaining diaries, organising the service or delivery of documents; arranging the creation and consolidation of files and file volumes and other related tasks.

4. Paralegal Support (Basic)

Under the direct supervision of a lawyer provides basic paralegal support including the drafting of some routine court documents, e-Lodgment of documents and liaising with clients and other parties.

5. Maintaining Legal Practice and Billing Systems

- Assists allocated lawyers to record time allocations and enters billing information into a matter costing system (Time & Matter Costing). - Searches and enters data into a records management system (TRIM). - Searches, creates tasks, completes tasks and inputs data into a legal practice management system (Open Practice) for tracking the progress and status of matters and hearing dates. - Produces documents using the document production system Open Practice

Document Production.

6. Travel

Arranges travel and accommodation bookings and vehicle hire for the allocated lawyers, including the preparation of travel claim forms

7. Corporate Citizenship

- Demonstrate high standards and practice of ethical conduct and behaviour as required under the Departments frameworks of Code of Conduct and Public

Sector Code of Ethics.

- Demonstrate a commitment to the ethos of Equal Employment Opportunity principles through personal conduct and daily interaction with colleagues. - Demonstrate commitment to the legislative obligations set out in the

Occupational Health and Safety Act 1984.

- Take reasonable care to ensure their own safety and health, and that of others at work, and comply with their safety and health in the workplace. Legal Assistant Level 2 Work related requirements The following work-related requirements will be assessed at different stages of the selection process.

SKILLS (Essential)

1. Communication and Interpersonal skills

Well developed written, verbal and interpersonal communication skills, demonstrating an ability to deal effectively with staff and clients and to deal with information with tact and discretion.

2. Attention to detail

Demonstrated sound comprehension of grammar, punctuation and accurate spelling. The ability to ensure work is completed to a high quality and errors are kept to an absolute minimum.

3. Team work and Organisational Skills

The ability to work in a team environment, showing flexibility and willingness to help others, including the ability to work for several people and prioritise, organise and complete work within set timeframes.

4. Computer and Keyboard Skills

Demonstrated high standard of word processing and data entry skills, and depending on the lawyer group requirements, audio transcribing skills.

KNOWLEDGE AND EXPERIENCE (Essential)

5. Experience working in a legal environment in roles such as a Legal Secretary,

Law Clerk, Paralegal, or similar.

6. An understanding of the legal system and legal processes.

QUALIFICATIONS (Desirable)

7. Attainment or progress toward a relevant post-secondary or tertiary qualification

in justice or legal studies or a recognised equivalent.

For Further Information

Please contact Michelle Allison, Senior Managing Law Clerk on (08) 9264 1477 if you would like further information on this role.

To apply for this position

To apply please provide a covering letter of no more than 2 A4 pages outlining:

1. Your

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All work related requirements as listed in the application package will be assessed at some stage of the selection process. Successful applicants will be placed in a recruitment pool from which offers of employment for this and other similar positions may be made over the next twelve months.

How to submit your application

Online

The department's preferred option is for job applications to be lodged online through the electronic receipt confirming your application has been submitted. If you do not have access to the internet, you can apply by post. You will need to sleeves or cardboard binders. Include your name on all submitted documents. Send applications (marked Confidential Advertised Vacancy) by: Post

HR & Payroll Services

Human Resources

Department of Justice

GPO Box F317

PERTH WA 6841

Hand Delivery

Reception (HR & Payroll Services)

Department of Justice

Level 23 David Malcolm Justice Centre

28 Barrack Street

PERTH WA 6000