LEGAL ADMINISTRATIVE ASSISTANT

Transcription

1 LEGAL ADMINISTRATIVE ASSISTANT Grade: C Salary: 14,671-17,161 per annum, pro rata Status: Fixed Term Contract (upto 12months maternity cover) Hours: Days: 28 hours Tuesday - Friday CLOSING DATE: 9am on Monday 25 July 2011 SELECTION EVENT DATE: Monday 1 August 2011

2 job description and person specification Job Title: Legal Administrative Assistant Name: Reports To: Personal Secretary to the PSSE Department/Location: Legal Department Date: June 2011 Job Purpose: To provide a comprehensive administrative and secretarial service to the Legal Department. Organisational Chart: Personal Secretary to the Principal Secretary Administrative Assistant Administrative Assistant (FTC)

3 Dimensions: Providing an administrative/secretarial service to a small legal team currently comprising of the Principal Solicitor, Legal Services Manager, two Legal Executives, secretarial and administrative support staff. General Responsibilities: SYPTE s aim is to provide the best Public Transport system possible. The objective is the pursuit of excellence in meeting the needs of all potential passengers. The organisation is fully committed to the active promotion of equal opportunities in its capacity as an employer. It is the individual responsibility of every member of staff to seek to ensure the practical application of this policy. Under the Health and Safety at Work Act, all employees are required both to take care of their own health and safety and that of other employees and to co-operate with their employers in complying with their statutory duties. The organisation and its managers are fully committed to the learning and development of staff. Responsibilities/Key Accountabilities: 1. Provide a confidential administrative and secretarial service to the Legal Department to ensure efficient operation. 2. Maintain an efficient filing system within the Legal Department for ease of efficient retrieval. 3. Administer and maintain records in relation to the Executive s deeds, legal documents and library of legal precedents to ensure effective running of the Department. 4. Prepare and collate legal documents as required by the Legal Department in order to meet deadlines. 5. Compile and Maintain an up-to-date diary system for members of the Legal Department, including arranging meetings within the Transport Executive and with outside bodies to ensure the effective time management and professionalism of the Department. 6. Any other responsibilities, commensurate with the post as directed by Personal

4 Secretary to the PSSE. Planning and Organisation: The postholder will be required to take a proactive approach in planning and organising the time of the Principal Solicitor, Legal Services Manager and the Legal Executives, in order to ensure overall department efficiency. On a day-to-day basis work is determined by the Principal Solicitor, Legal Services Manager and the Legal Executives internal and external customers, as appropriate. Decision Making and Use of Judgement: Day-to-day decisions and judgements are made on general time management issues and the administration responsibilities. Further guidance is sought from the Principal Solicitor, Legal Services Manager and the Legal Executives as and when required. Essential Internal and External Relationships: The post holder will deal professionally and confidentially with all levels within the organisation. There will also be direct contact with the Transport Executive s partners and other outside bodies. Knowledge, Skills and Experience Required: Knowledge: Minimum of 2 GCSE s/ GCE s (Grade C or above) or equivalent including English Language and Mathematics Essential RSA Stage II or equivalent Typewriting Essential RSA Stage II or equivalent Word Processing Essential Audio Typewriting - Essential Skills: Flexibility Essential

5 Knowledge of Microsoft Word Essential 80 wpm Shorthand Desirable Communication and interpersonal skills - Essential Team player Essential Organisational Skills Essential Self motivated, capable of keeping skills upto date - Essential Knowledge and previous use of the Internet - Desirable Experience: Good clerical experience Essential Legal secretarial experience - Desirable Post Holder: Line Manager: Agreed by: Date: Agreed by: Date: ACCEPTED AND REGISTERED IN HUMAN RESOURCES: Agreed by: Date:

6 SOUTH YORKSHIRE PASSENGER TRANSPORT EXECUTIVE EMPLOYEE SPECIFICATION POST TITLE: Legal Administrative Assistant DEPARTMENT: Legal Essential Desirable How Identified Knowledge: Skills: Minimum of 2 GSCE s (grade C or above) or equivalent including English & Maths RSA Stage II (or equivalent) Typewriting RSA Stage II (or equivalent) Word Processing Application form Application form / task Application form / Task Audio Typing Application form / Task Office Practice Skills Application form / Interview Knowledge of Microsoft Word Application form / Interview Communication and interpersonal skills 80 words per minute Shorthand Application form Interview

7 Experience: Team Player Application form / Interview Organisational skills Interview Self-motivated, capable of keeping skills upto date Knowledge and previous use of the Internet Previous experience in a clerical environment Previous experience within a secretarial environment Application form / Interview Interview Application form / Interview Application form / Interview