Legal Secretary (Grade 4)

Summary

The incumbent is responsible for providing secretarial and administrative support to the Senior Legal Executive and the Legal Services Section. 💰Basic Salary: $2,803,771 - $3,770,760 JMD per annum.

Responsibilities

• • Creates Instruments of Administration, Instruments of Distribution and Letters of Administration, for filing to the Administrator-General or Court;
• • Updates databases in the Section, regarding the progress of applications for instruments of administration, instruments of distribution, letters of administration and rent arrears matters;
• • Types and prepares legal documents, correspondence, reports and Minutes for the Senior Legal Executive and Attorneys, within the stipulated timeframes;
• • Prepares agendas for meetings and organises relevant information and documents;
• • Takes Minutes at meetings and circulates within stipulate timeframe;
• • Maintains diary of Court matters for the Senior Legal Executive and Attorneys;
• • Retrieves and passes all files for Court to Senior Legal Executive and Attorneys, at least one week before the scheduled Court date;
• • Ensures that the legal responsibilities of the rent arrears portfolio are managed and timeframes adhered to;
• • Organizes client meetings and conferences and prepares relevant documents;
• • Screens and routes telephone calls to Senior Legal Executive and Attorneys;
• • Responds to requests made by the Courts, the Registrar of Titles and Stamp office, as directed;
• • Responds to routine enquiries and correspondence, in accordance with guidelines given;
• • Interfaces with private Attorneys-at-Law and members of the public seeking audience with the Senior Legal Executive and Attorneys; deals with matters within given authority;
• • Establishes and maintains an efficient filing and record keeping system for the Section;
• • Records the movement of files between Sections and on return to the Registry;
• • Assists in the preparation and collation of standard monthly and quarterly reports;
• • Performs any other related duties that may be assigned from time to time by the Senior Legal Executive.

Required Skills

• • Shorthand skills of 100 w.p.m.
• • Typing skills of 60 w.p.m.
• • Good analytical skills and sound judgement
• • Good interpersonal skills
• • Good time management and organizing skills
• • Excellent oral and written communication skills
• • Ability to work under pressure and to meet tight deadlines
• • Good knowledge of relevant computer applications and packages including Windows, Excel and Microsoft Office
• • Good paralegal knowledge with specific emphasis on the Laws of Succession, Conveyancing, Litigation and Court procedures

Qualifications

• • Paralegal Diploma or related qualifications;
• • Secretarial Certification;
• • Legal qualifications are an asset;
• • Two (2) years’ work experience in an office environment.

Additional Information and Instructions

Applications accompanied by résumés should be submitted no later than Friday, 7th February, 2025 to: Director Human Resource and Administration Executive Administrator General’s Department 12 Ocean Boulevard Kingston 📧 Email: hradmin@agd.gov.jm ℹ️ Subject: Legal Secretary (Grade 4) 🔑 Important Notes: Only shortlisted applicants will be contacted.

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