Executive Legal Secretary

2 days ago

Brisbane, Australia Queensland Government Full time

**Provision of executive legal secretarial and administrative support to the Assistant Crown Solicitor (ACS) and other lawyers within the legal team, including:

- complex formatting of documents ( i.e. Microsoft Word, PowerPoint and PDF documents);
- prepare briefs and documents and attend to routine correspondence;
- high level, accurate word processing and typing;
- monitor and manage the flow of incoming and outgoing correspondence;
- information management (i.e. Excel spreadsheets, practice management system, case management system (VisualFiles) databases;
- diary management (appointments, etc.) organise meetings, conferences etc prepare and distribute agendas, minutes and other material;
- prepare, check and action a range of reports;
- travel and accommodation coordination;
- maintain filing, records, bring-up and retrieval systems;
- assist legal professionals meet financial deadlines and/or commitments e.g. billing and time recording;
- ensure compliance with procedures for payment of legal expenses and counsel fees;
- consult and liaising with internal and external clients and other stakeholders on various matters including confidential and sensitive issues; and
- manage incoming calls and visitors.

Supervise the Team's legal secretaries including:

- co-ordination, delegation and scheduling of work including the re-distribution of work, or re-prioritisation to meet deadlines and client service needs amongst secretaries;
- ensure services are completed in a timely and professional manner;
- ensure client service standards are continuously met, undertaking individual and team performance management and development activities to achieve these standards;
- receive client feedback and address and implement service improvement activities;
- continuously look at opportunities to adapt and change work processes and set in place guidelines or effective methods to achieve consistently high secretarial and administrative standards within the team;
- provide advice and training on the general operations of the team, branch and whole of Practice, processes, procedures relating to legal secretarial work, human resources, finance, information technology and other corporate processes and functions;
- utilise effective communication skills to communicate and address any problems that may arise to resolve issues;
- co-ordinate additional secretarial support for the team utilising the Executive Officers and Executive Secretaries across the Practice;
- co-ordinate and assist with the recruitment, employment, training and induction of new secretarial support staff; and

Participate in, and maintain a proactive approach to Self Development.
Liaise with the Practice Management Branch and utilise change management tools to ensure the effective implementation of new procedures or practices within the team, providing training as required.
Participate in Crown Law working groups to discuss and recommend opportunities for change or improvement to working procedures and practices.
Remaining a key contact in the organisation to ensure information sharing and a common best practice approach to tasks are achieved.
Undertake other duties as required relating to the requirements of the legal team and needs of the ACS.
Where required, work across various teams and branches in Crown Law.

Applications to remain current for 12 months

Job Ad Reference: QLD/616737/25

Closing Date: Tuesday, 11 February 2025
This work is licensed under a Creative Commons Attribution 3.0 Australia License.

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