Paralegal Assistant

To provide general administrative and secretarial support to the Legal Affairs & Company Secretary.

Strategic Objectives of the UNIT

• To provide adequate and well-maintained school spaces, enhanced infrastructure and an appropriate teaching environment.
• To be the agency through which Government of Jamaica (GoJ) accesses donations from local, regional and international bodies for the funding of educational development projects.
• To create and foster partnerships with public and private sector organisations as well as the Jamaican Diaspora, which will facilitate opportunities for funding of educational infrastructure and other educational projects.

Job Purpose

To provide general administrative and secretarial support to the Legal Affairs & Company Secretary.

KEY OUTPUTS

Ÿ  Visitors accorded appropriate attention and excellent customer service displayed at all times

Ÿ  Correspondence  and legal documents composed as agreed

Ÿ  Documents finalized and dispatched

Ÿ  Telephone calls and mail processed

Ÿ  Minutes prepared and disseminated as necessary

Ÿ  Minutes  and Registers maintained

Ÿ  Meetings, Workshops and Seminars arranged

Ÿ  Databases maintained

Ÿ  Information collected and logged

Ÿ  Record Storage and retrieval  system in place

Ÿ  Research undertaken and reports prepared

Ÿ  Annual work plan prepared

KEY AREAS OF RESPONSIBILITY

Secretarial

• Manage the calendar of the Legal Affairs & Company Secretary.
• Receive and log incoming and outgoing mails of the Director; draft responses on matters for which authority has been delegated.
• Make arrangements for meetings/training events/travelling on behalf of the Director of the Unit.
• Make and accept calls,  and receives and relays messages to the Director
• Log all referrals to the Director.
• Draft correspondence and legal documents in a timely manner
• Maintain records, including the filing, retrieval, retention, storage and updating of both computerized and manual files. 
• Attend meetings, prepare and transcribe minutes, and ensures that action items from meetings are circulated in a timely manner.
• Maintain minutes and meeting attendance registers.
• Maintain database of stakeholders
• Prepares personal annual work plan

Administrative Responsibilities

• Prepare special reports by gathering and compiling information from relevant sources
• Receive and log complaints, questions and requests; provides the necessary information where possible or refer matter to the Director.
• Monitor the GoJ regulations to keep abreast of any regulatory changes
• Perform other related functions assigned from time to time.

PERFORMANCE STANDARDS

Ÿ   Correspondence, legal documents, minutes and reports are prepared in a timely manner and a high level of accuracy maintained.

Ÿ   Confidentiality, dependability and tact are consistently displayed in the conduct of duties.

Ÿ   Courtesy and professionalism are displayed in the conduct of duties.

Ÿ   Stipulated deadlines are consistently met.

Ÿ   Records are accurate, up-to-date and easily retrieved.

Ÿ   Incoming/outgoing mail is dealt with as per agreed timelines.

Ÿ   Arrangements for meetings/training and travel executed as per agreed timelines.

Ÿ   Targets outlined in annual work plan met

Ÿ  Professionalism and integrity are consistently demonstrated in keeping with the established standards of NET

Ÿ  Established targets are consistently achieved.

Internal and External Contacts (specify purpose of significant contacts)

Within the National Education Trust

Contacts external to the organisation required for the achievement of the position objectives:

REQUIRED KEY COMPETENCIES

Core

Ÿ  Ability to demonstrate  initiative, professionalism and confidentiality

Ÿ  Good judgment and initiative

Ÿ  Good time multi-tasking skills

Ÿ  Excellent attendance and punctuality

Ÿ  Ability to demonstrate integrity, confidentiality and professionalism.

Ÿ  Ability to communicate effectively in writing and orally.

Ÿ  Excellent interpersonal skills with the ability to work well in teams.

Ÿ  Good time management and organizing skills

Ÿ  Good judgment and initiative and flexibility

Ÿ  Keen attention to detail

Technical

Ÿ  Sound knowledge of office practices and procedures

Ÿ  Good knowledge of the policies and procedures of administrative systems

Ÿ  Excellent skills in the use of Microsoft Office suite

Ÿ  Sound knowledge of record keeping and records/file management techniques

Ÿ  Excellent skills in the operation of standard office equipment, including photocopiers and presentation equipment  

Ÿ  Strong research & writing skills

Ÿ  Knowledge of the policy and legislative processes of Government.

Ÿ  Knowledge of legal professional practices and procedures, particularly regarding commercial and conveyance transactions

MINIMUM REQUIRED QUALIFICATION AND EXPERIENCE

• Associate  Degree in Business Administration/Administrative Management/ Paralegal
• Secretarial or other relevant training  

• Three (3) years working experience in an Administrative or Paralegal/Legal Assistant or Senior Secretarial  position

AUTHORITY

Ÿ  Access files within the Director’s Office

Ÿ  Screen callers and visitors to the Director

Ÿ  Book facilities for meetings and training courses

SPECIAL CONDITIONS

• Normal working conditions
• May be required to work beyond normal working hours from time to time to meet deadlines.

Salary Scale: $1,711,060 - $2,301,185