Aps 6 - Executive Assistant to a Federal Court Judge

4 months ago

Sydney, Australia Federal Court of Australia Full time

**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
- 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
- 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 from 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**
- 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
- 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**

**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.

**Contact Officer**

**Eligibility**
- 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;

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