SOUTH AUSTRALIAN PUBLIC SERVICE JOB AND PERSON SPECIFICATION/DUTY STATEMENT. Job and Person Specification/Duty Statement Approval

Transcription

1 SOUTH AUSTRALIAN PUBLIC SERVICE JOB AND PERSON SPECIFICATION/DUTY STATEMENT Title of Role Office Administrator Remuneration Level: ASO3 Type of appointment: Ongoing Term - Temporary (12 months) Term years Administrative Unit ATTORNEY-GENERAL S DEPARTMENT Division: Crown Solicitor s Office Branch: Crown Counsel Section: Role Number: AG0983 Role Docket Number: CSO Occupant Job and Person Specification/Duty Statement Approval....../.../... CHIEF EXECUTIVE/DELEGATE JOB SPECIFICATION 1. Summary of the broad purpose of the position, and its responsibilities. The Office Administrator is accountable to the Crown Advocate for the provision of a comprehensive administrative/financial/secretarial and personal management service which contributes to the effectiveness of the operations of a particular Section of the Crown Solicitor s Office. 2. Reporting/Working Relationships (to whom the person reports, staff for whom the person is responsible, and other significant connections and working relationships within the organisation.) The Office Administrator reports to the Crown Advocate. 3. Special Conditions (Such as non-metropolitan location, travel requirements, frequent overtime, etc.) Some out of hours work will be required during times of demand. The incumbent must be able to type a minimum of 60 wpm with 98% accuracy. Prior to an offer of employment being made, candidates must provide written authorisation to the Attorney-General's Department allowing a criminal history check. Upon receipt of the original National Police Certificate the individual must allow sighting of the original certificate for the purposes of verification and copying. G:\HRM\HR FILES\J&P'S\CSO\BUSINESS SERVICES DIVISION\ASO3 OFFICE ADMINISTRATOR NOV 2010.DOC

2 - 2 - JOB SPECIFICATION (continued) 4. Statement of Key Outcomes and Associated Activities Ensuring the provision of an effective level of administrative, secretarial and clerical support to the Crown Advocate and counsel within the Crown Counsel Section. Ensuring the efficient and effective management of administrative matters which are essential to the day to day business of the Section by: recording, checking and correcting in an accurate and timely manner the billable time of the professional staff; establishing, maintaining and operating such systems as the Crown Advocate shall direct for the allocation and monitoring of professional work (including performance measures) within the Section; dealing with correspondence appropriately and preparing draft minutes and letters as necessary; arranging travel; accommodation and travel funds when necessary and the reimbursement of expenses for the staff of the Section; maintaining a functional, secure and confidential record and filing system; the procurement of office supplies and stationery; and maintaining and up dating the Section s Asset Register. Ensuring a confidential and effective secretarial service is provided to all staff within the Section by: providing a prompt and efficient keyboard service; handling and re-directing telephone calls and visitors; processing correspondence; assisting staff with the collection, compilation, preparation, organisation and return of counsel briefs; assisting staff with the receipt, filing and urgent filing of court documents and other material; assisting staff with by making arrangements for meetings with solicitors and clients; assisting staff with the maintenance and updating of electronic court diaries and the overall Crown Counsel Section court diary. Assisting the Crown Advocate by: co-ordinating the Crown Advocate's preparation for meetings by organising briefing notes and ensuring all relevant correspondence and other materials are available. providing relevant information on request concerning the administration and functioning of the Crown Counsel Section. arranging for the distribution of new work (including performing necessary administration) at the direction of the Crown Advocate. Effectively perform various personnel functions as devolved from Human Resources by: liaising with Human Resources staff and Payroll staff as required on personnel matters relating to the staff of the Section. preparing contracts and extensions;

3 - 3 - JOB SPECIFICATION (continued) monitoring and processing leave forms; and attending to administrative matters relevant to Occupational Health and Safety issues. Contributing to financial management of the Section by: allocating, monitoring and maintaining the budget and ensuring that running costs comply with budget requirements and liaising with the Manager and staff of the Business Financial Services Branch; and processing invoices for payment, reconciling invoices with monthly statements and following up discrepancies (cross charging if necessary). Utilising the Crown Solicitor s Office Practice Management System to ensure management of client, matter and resource data by: liaising with the Practice Management Team; maintaining and operating the system for the allocation and monitoring of professional work within the Section; assisting counsel with time recording, billing and other queries; preparing the required paperwork for new starters; searching for matters, entities and documents as requested; and following up client queries. Performing functions of IT Representative by: acting as first point of contact and liaison for all IT activities within the Section; providing a Helpdesk service for the Section; ensuring the Section is kept informed of IT principles and policies enforced by Department and Government; attending IT Representative training courses and seminars; ensuring Customer Service Technology is kept informed of personnel and administration activities and movements within the Section; and requisitioning hardware/software for the Section. Responsible and accountable for adhering to the requirements of the OHSW Act 1986; relevant OHSW Regulations 1995; the Equal Opportunity Act 1984; the PS Act 2009, and the principles of diversity; and the Department s policies and procedures. Certified Correct by Line Manager....../.../... Acknowledged by Occupant....../.../...

4 PERSON SPECIFICATION Essential Minimum Requirements (Those characteristics considered absolutely necessary.) 1. Educational/Vocational Qualifications (Include only those listed in the Commissioner for Public Sector Employment s Standard 2 as an essential qualification for the specified classification group.) 2. Personal Abilities/Aptitudes/Skills (Related to the job description and expressed in a way which allows objective assessment.) Demonstrated ability to approach the position with initiative. Demonstrated ability to work unsupervised and as part of a team. Demonstrated ability to work autonomously, determine priorities, meet deadlines and cope with high volumes of work whilst maintaining work quality. Demonstrated ability to use tact and discretion when dealing with management, staff and clients, particularly on confidential matters. Demonstrated ability to liaise effectively between management, staff and clients. Ability to identify problems and recommend logical solutions. Demonstrated ability to use Microsoft Office suite of programs. Successful completion of an approved typing test at 60wpm with 98% accuracy. Ability to plan, implement and manage the activities and outcomes required of the position relevant to the management of OHSW, equity and diversity. 3. Experience (including community experience) Experience in the performance of a clerical or secretarial support service. 4. Knowledge Demonstrated knowledge and proficiency in the use of the English language. Knowledge of legal terminology. Knowledge of basic accounting procedures. Knowledge of the principles and practice of OHSW, Equal Opportunity, the PS Act 2009, employee conduct standards and diversity appropriate to the requirements of the role. G:\HRM\HR FILES\J&P'S\CSO\BUSINESS SERVICES DIVISION\ASO3 OFFICE ADMINISTRATOR NOV 2010.DOC

5 - 5 - PERSON SPECIFICATION (continued) Desirable Characteristics (To distinguish between applicants who have met all essential requirements.) 1. Personal Abilities/Aptitudes/Skills Demonstrated ability to deal appropriately with conflict situations. Ability to supervise and train staff and provide professional leadership. 2. Experience Experience in the provision of administrative and secretarial support in a legal environment. Experience in typing from a Dictaphone. 3. Knowledge Knowledge of practices and procedures in a legal office. Knowledge of legal documents and precedents used in Courts of the State and Commonwealth. Knowledge of Government accounting procedures. 4. Educational/Vocational Qualifications (Considered to be useful in carrying out the responsibilities of the position.) 5. Other details