Personal Assistant (Executive Officer) - EA Solicitors Office (Job Reference:
Primary Location : Down-Dundonald-Dundonald Office
Contract Type : Permanent
Duration of Contract/Contract End Date : N/A
Status : Full-Time
Hours per Week : 36
Working Pattern : Monday-Friday, 9am-5pm
Grade/Scale : Executive Officer | NJC pt | £31,022 - £32,597 per annum
Additional Allowance(s) : Not Applicable
Anticipated Interview Date(s) : TBC
Additional Information: N/A
JOB DESCRIPTION
REPORTS TO: Office Manager
JOB PURPOSE
* To act as Personal Assistant to a Solicitor within EA Solicitors.
* To assist with the taking and distribution of new queries, investigation and defence of informal and formal complaints / legal proceedings against the Education Authority ("EA") and/or controlled schools.
* To undertake such other duties relevant to the Education Authority Solicitors ("EA Solicitors") as may be reasonably required from time to time.
MAIN DUTIES AND RESPONSIBILITIES
To act as Personal Assistant to the Solicitor
* To provide P.A. support to the Solicitor, ensure strictest confidentiality and diplomacy at all times, make and take calls on behalf of the Solicitor, and maintain a personal and office diary, ensuring compatibility.
* Check and prioritise mail.
* Co-ordinate and administer work of Solicitor in their absence, with regard to: procurement law and commercial litigation; conveyancing/ property matters, employment law cases, litigation,, tribunals (including SENDIST), judicial reviews and on-going legal matters.
* Ensure the timely provision of advice and information to internal and external clients, with regard to meeting strict deadlines.
* To draft and prepare routine correspondence and reports, collate information and prepare and update statistical information.
* Arrange meetings, consultations, Tribunal hearings, Court appearances and talks/conferences. Arrange alternative cover in Solicitor's absence.
Commercial Property
* To assist the EA Solicitors in preparing Title Reports and Title Packs and by applying for Property Certificates and Property Searches to establish ownership.
* To assist the EA Solicitors in the preparation of: Contracts for Sale, Conveyancing Documents, Completion of Pre-Contract Enquiries.
* To assist the EA Solicitors in ensuring documentation is presented for Stamping and Registration within prescribed legal times.
* To assist EA Solicitors in the control of its title deeds through keeping title databases up to date; accurately scheduling, returning and receipting Title Documents to and from the relevant EA office and to third party solicitors.
Investigation and Defence of Formal and Informal Complaints / Legal Proceedings against EA /Schools.
* To assist the Solicitor or any other solicitor within EA Solicitors in the investigation and defence of formal and informal complaints /proceedings referred from EA Directorates /Schools with particular reference.
* To adhere to strict deadlines to ensure statutory time limits are met.
* To assist in the process of appeals against Tribunal / Court decisions.
* To assist in the collation and indexing of discoverable documentation, Court / Tribunal bundles etc.
* Assist with the drafting and response of Notices of Appearances, Notices for Additional Information, Notices for Discovery etc.
* To maintain effective communication and co-operations with relevant persons including EA Officers, Boards of Governors, Counsel, Witnesses and outside Agencies to ensure quality service delivered.
* To assist with preparation and collation of Counsel's papers and arrange for delivery of same.
* To prepare documentation for hearings and apply for Witness Summons.
* To attend consultations and hearings (as required) in order to provide verbatim report on proceedings.
* To administer payment of Counsel's fees.
Judicial Reviews
* To assist the Solicitor or any other EA Solicitor by liaising with Transfer Officers, Tribunal members and Counsel to arrange for compilation and forwarding of relevant information.
* To arrange consultations and prepare necessary documentation.
* Prepare Affidavits as drafted by Counsel and arrange for swearing of same by Tribunal member and external Solicitors.
* Requisitioning of cheques in accordance with appropriate fees, lodge official documentation at Court and return all original documentation to EA Regions.
Any other duties as required by the post at that level.
This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.
In accordance with Section 75 of the Northern Ireland Act (1998), the post-holder is expected to promote good relations, equality of opportunity and pay due regard for equality legislation at all times.
To view the summary of terms and conditions for this post, click here.
PERSON SPECIFICATION
NOTES TO JOB APPLICANTS
1. You must clearly demonstrate on your application form under each question, how, and to what extent you meet the required criteria as failure to do so may result in you not being shortlisted. You should clearly demonstrate this for both the essential and desirable criteria, where relevant.
2. You must demonstrate how you meet the criteria by the closing date for applications, unless the criteria state otherwise.
3. The stage in the process when the criteria will be measured is outlined in the table below.
4. Shortlisting will be carried out on the basis of the essential criteria set out in Section 1 below, using the information provided by you on your application form.
5. Please note that the Selection Panel reserves the right to shortlist only those applicants that it believes most strongly meet the criteria for the role.
6. In the event of an excessive number of applications, the Selection Panel also reserves the right to apply any desirable criteria as outlined in Section 3 at shortlisting, in which case these will be applied in the order listed. It is important therefore that you also clearly demonstrate on your application form on how you meet any desirable criteria.
Section 1 - Essential Criteria
The following are essential criteria which will initially be measured at the shortlisting stage and which may also be further explored during the interview/selection stage. You should therefore make it clear on your application form how, and to what extent you meet these criteria. Failure to do so may result in you not being shortlisted.
Factor
Essential Criteria
Method of Assessment
Qualifications/
Experience
Have a minimum of five GCSEs (Grades A* – C) including English and Maths or equivalent or higher examination qualifications AND have a minimum of two years' experience in a paid capacity providing administrative support OR a minimum of one year's experience in a paid capacity in a legal setting (e.g. solicitors' office) both of which must include the following:
a) Using Microsoft Word (to process letters, memos, reports etc.);
b) Using Microsoft Outlook (to send/receive e-mails);
c) Drafting correspondence;
d) Diary management; and
e) Maintaining records.
OR
Have a minimum of five years' experience in a paid capacity providing administrative support which must include the following:
a) Using Microsoft Word (to process letters, memos, reports etc.);
b) Using Microsoft Outlook (to send/receive e-mails;
c) Drafting correspondence;
d) Diary management; and
e) Maintaining records.
Shortlisting by Application Form
Section 2 - Essential Criteria
The following are additional essential criteria which will be measured during the interview/selection stage in line with EA's Game Changing People Model.
Factor
Essential Criteria
Method of Assessment
Knowledge
Knowledge of legal work.
Knowledge of the importance of confidentiality.
Interview
Skills/
Abilities
In line with EA's Game Changing People Model we will look for evidence of:
Good organisational skills and ability to organise/ prioritise a busy workload to deliver effective results within strict deadlines.
Flexible, adaptable and enthusiastic approach to work.
Ability to communicate effectively (orally and in writing) and work effectively with others as part of a team.
Ability to use own initiative to solve problems and respond to others.
Ability to work to a high level of accuracy and attention to detail.
Excellent ICT skills.
Ability to research, digest, analyse and present information clearly.
Ability to take a responsive and customer focused approach to work.
Interview
Values Orientation
Evidence of how your experience and approach to work reflect EA's ethos and values. You will find information about our Values here.
Interview
Section 3 - Desirable Criteria
Some or all of the desirable criteria may be applied by the Selection Panel in order to determine a manageable pool of candidates. Desirable criteria will be applied in the order listed. You should make it clear on your application form how, and to what extent you meet the desirable criteria, as failure to do so may result in you not being shortlisted.
Factor
Desirable Criteria
Method of Assessment
Experience
Experience of working in a legal or human resources environment.
Experience of working as a Personal Assistant to a Senior Manager.
Shortlisting by Application Form
Our Values
Through the selection process we will also seek evidence that the personal values of candidates align with those of the EA. This will include evidence of commitment to equality and excellence in service delivery. These reflect our aim which is to meet the needs of all our children and young people equally, removing barriers to learning and ensuring equality of access to excellent education services so that every child can develop to his or her full potential.
DISCLOSURE OF CRIMINAL BACKGROUND
The Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 defines working directly with children or young people or in specified places as 'regulated activity'.
In the event that you are recommended for appointed to a post that involves 'regulated activity', the Education Authority will be required to undertake an Enhanced Disclosure of Criminal Background. Please note that you WILL be expected to meet the cost of an Enhanced Disclosure Certificate. Details of how to make payment will be sent to you at the pre-employment stage.
Further information can be accessed at NI Direct or the Department of Justice.