Position Overview The Executive Assistant provides administrative, legal, and general support to a judge of the Court. The Executive Assistant works as a part of a small team within chambers to support the judge in managing and progressing cases efficiently and effectively. The Executive Assistant acts as the main point of contact in chambers and is responsible for the efficient administration of chambers, including correspondence, file, and diary management. The Executive Assistant also provides legal support to the judge, including assisting the judge in relation to court work, with case management and with the production of orders and reasons.
Major Activities
Act as the main point of contact
At the judge's discretion, be available outside normal work hours as necessary, for example, when the judge is rostered as a duty judge to hear urgent applications.
Act as the main point of contact in chambers for the Chief Justice, other judges, registrars, other court staff, legal representatives, parties, media, and other court users.
Manage the judge's diary and keep track of the progress of their matters with a view to being able to appropriately communicate with others on their behalf.
Assist with the induction and training of new staff in chambers.
Demonstrate professionalism, tact, and discretion, including the ability to appropriately handle confidential and sensitive information.
Administration of chambers
Manage emails, memoranda, and other chambers correspondence, including producing well-drafted correspondence.
Optimise and implement document management systems in chambers, including ensuring that all court files and other records are accurate and up to date.
Provide IT support, including preparing presentations, editing PDF documents, and undertaking quick and accurate word processing from handwritten notes or dictaphone recordings.
Organise and set up for meetings, seminars, appointments, and other commitments, including attending to all logistics and arranging official travel.
Legal support
Assist the judge with all aspects of their court work, as required, including organising and informing parties about listings, setting up for court and attending court to provide assistance during hearings.
Develop, maintain and optimise case management systems, including keeping track of matter progress and monitoring parties' compliance with court orders.
Prepare case summaries and progress briefs in relation to all current matters and newly allocated matters.
Assist with legal research, including through the use of electronic legal databases.
Assist with the production of orders and reasons, including quickly and accurately typing and proofreading drafts, checking cross-referencing and citations.
Key Relationships
Judge
Judge's other chambers staff
Chief Justice, other judges and their chambers staff
National Judicial Registrar and District Registrar
Other registrars and court staff
Legal profession including legal representatives
Other court users
Competencies & Attributes To undertake this role the successful candidate must have:
Excellent interpersonal and communication skills.
The initiative to work autonomously and take responsibility for progressing work, whilst working collaboratively and harmoniously within the chambers environment.
Strong IT skills, including touch typing skills, the ability to use legal databases, Microsoft applications and Adobe, and the ability to quickly learn to use courtroom technology and the court's internal case management systems.
Excellent organisation, prioritisation, and time management skills.
Well-developed problem-solving skills, including an ability to effectively multitask and work under time pressures.
Attention to detail and accuracy.
The ability to effectively manage large volumes of information, including dealing appropriately with confidential and sensitive information.
The ability to provide legal support, including understanding case management principles and the jurisdiction and practice and procedure of the Court.
Formal Qualifications A legal qualification, or substantial progress towards completion of a legal qualification, would be an advantage but will not be necessary if the candidate is otherwise the best candidate.
Selection Criteria
At least two years of experience in providing effective and efficient administrative support in a legal environment, including the initiative to work autonomously and well-developed organisation, prioritisation and time management skills.
Excellent oral and written communication skills, including interpersonal skills, professionalism and an ability to appropriately handle confidential and sensitive information.
A demonstrated ability to provide legal support, including research skills and an understanding of case management principles and the jurisdiction and practice and procedure of the Court.
Excellent problem-solving and analytical skills, including being able to demonstrate flexibility, innovation and sound judgement in decision making.
Excellent attention to detail and accuracy, including proofreading skills.
Strong IT skills, including touch typing skills, the ability to use legal databases, Microsoft applications and Adobe, and the ability to quickly learn to use courtroom technology and the court's internal case management systems.
Contact Officer For more information please contact Margreet Shehata, Manager Court Services, NSW Registry via telephone 02 8099 8378 or email ******.
Eligibility Employment with the Court is subject to the conditions prescribed in the Public Service Act 1999, and the following:
Australian citizenship – the successful applicant must hold Australian citizenship;
Security and character clearance – the successful applicant must satisfy a Police Records Check, and may also be required to complete security clearances during the course of their employment;
Successful applicants engaged into the APS will be subject to a probation period.
Interested candidates who have received a redundancy benefit from an APS agency are welcome to apply, but note that they cannot be engaged until their redundancy benefit period has expired.
Federal Court Australia is committed to supporting an inclusive and diverse workforce and welcomes and encourages applications from People with Disability. First Nations peoples, LGBTIQA+ people, people from Culturally and Linguistically Diverse backgrounds, Mature age workers, as well as young workers and supporting an inter-generational workforce and supporting gender equity and families.
Federal Court Australia will provide reasonable adjustments for candidates to participate equitably in the recruitment process and discuss workplace adjustments to fulfil the inherent requirements of the role.
RecruitAbility applies to this vacancy. Under the RecruitAbility scheme you will be invited to participate in further assessment activity for the vacancy if you choose to apply under the scheme; declare you have a disability; and meet the minimum requirements for the job. For more information visit: https://www.apsc.gov.au/recruitability
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