Administration Assistant

The Law Society of NSW is Australia's largest and most influential membership association for solicitors. We're not all lawyers, but we work together to support the legal profession and ensure a just society for all.

We are currently looking for a full time permanent Administration (Legal Support) Assistant to join our Legal Regulation team.

About the team

The Legal Regulation Department is responsible for the investigation/resolution of complaints, regulating solicitors and protecting the public through investigation, prosecution and education.

About the role

The Administration Assistant is responsible and accountable to the Legal Support Manager of Legal Regulation. You will attend to the maintenance of the Department's database records and litigation support, as well as providing general office support by carrying out a range of administrative tasks.

What you'll be doing

• Manual and computerised opening and closing of Enquiry, Investigation, External Intervention, Disciplinary, unqualified practitioners, cost recovery and compliance monitoring files. Providing notification to the Office of the Legal Services Commissioner (OLSC) regarding the relevant files opened and closed.
• Letter tracking the Director's enquiries to ensure accurate records are maintained. Extracting data from the databases, running reports and compiling statistics.
• Liaising with internal and external (Office of Fair Trading) bodies in relation to the fitness of practitioners to practice including what information may or should be disclosed.
• Preparing review files at the request of the OLSC including preparing correspondence to the OLSC and the relevant legal officer in relation to reviews.
• Assisting the Litigation team as required, including preparation of documents to be produced under subpoena, paginating and preparing affidavits, annexures to affidavits and exhibit bundles, and court filing.
• Assisting in administrative matters concerning compliance monitoring, cost recovery, disclosures, and Professional Indemnity Insurance.
• Assisting in obtaining and collating statistics from the Society's database and preparation of monthly and other reports for management and legal officers.
• Liaising with External Interveners and assisting where appropriate.
• Photocopying, filing, archiving, and the provision of information from the Society's database for legal officers.
• Assistance with deliveries, service of documents and searches (company, property and personal), and conveyancing/fair trading/interstate checks on legal practitioners.
• Providing Legal Regulation with information requested by accessing information from the Society's database, contacting internal/external parties or by locating relevant files/reports.
• Sorting, referencing and distributing mail, email and facsimiles in a timely and accurate manner.
• Tracking of all correspondences and invoices.
• Dealing with telephone and email enquiries in an accurate and timely manner.
• Data entry, with a focus on providing accurate and timely data for the purpose of statistics and management reporting each month.
• Daily upkeep of filing, including compactus filing.
• Stocktaking and ordering of stationery, photocopying and kitchen supplies.
• Assist and/or prepare disciplinary register notifications for Council matters and any other necessary matters.
• Assist in preparing agendas for Professional Conduct Committee meetings, including collating apologies and leaves of absences, collation of reporting members, minutes of meeting.
• Management of judgments and precedents on the precedent database.
• Assisting in any other capacity where necessary.

About you

• Experience in office administration.
• Excellent computer skills, including proficiency with e-mail and internet applications and data base applications and experience using programs, such as MS Office.
• Good communication and inter-personal skills.
• Accuracy and strong attention to detail.
• Good planning, organising and prioritising skills.
• Literacy skills.
• Understanding of requirements when working with confidential/sensitive material.
• Ability to work under pressure.
• Flexibility and adaptability.
• Ability to work as part of a team and unsupervised.
• Common sense and adherence to confidentiality.
• Team building proactive work ethic.

To apply

The Law Society of New South Wales is committed to building and maintaining a respectful and inclusive workplace, appointing the best person for the role and supporting diversity.

Applications should contain a CV and cover letter that outlines your key experience and motivations for this role.