Job Description

All applicants must download, complete the Application-Form and upload your completed application form to the right of this page. Applicants may also download, complete, sign, scan and submit same electronically along with a covering letter and any other supporting documents to recruitment@rjlsc.org . Applications should be addressed to

“The Secretary, Regional Judicial and Legal Services Commission, 134 Henry Street, Port of Spain, Trinidad and Tobago.”

JOB DESCRIPTION
Position Title: ADMINISTRATIVE OFFICER (JUDICIAL)
Division: Registry and Communications
Department: Registry
Unit: Registry
Reports Directly To: Administrative Coordinator (Judicial)
Reports Indirectly To: Deputy Registrar & Chief Marshal
Directly Supervises: N/A

Position objective:
To provide a wide range of high level, confidential judicial/paralegal, administrative and secretarial support in a timely, accurate and effective manner to facilitate the work and efficient functioning of the Bench and contribute to the achievement of the Department’s strategic objectives.
Key Responsibilities and Duties:

Judicial Support

The Administrative Officer shall be assigned the following responsible by the Administrative Coordinator (Judicial) who shall be responsible for monitoring and evaluating responsibilities as assigned:

Format final judgments inclusive of conducting research on quoted material to ensure accuracy in accordance with the CCJ Online Law Reporting and other appropriate Systems while exercising strict confidentiality.
Proofread and edit typewritten materials for accuracy, inclusive of legal citations and for compliance with Court policies.
Conduct research as required e.g., source, compile, assimilate and prepare sensitive and confidential documents, liaising with Registry and Library Staff and Judicial Counsel to source legal citations, case law, precedents, documents and publications.
Conduct research and assist with writing of content for inclusion in the Court’s Annual Report, following prescribed formatting instructions as per Annual Report guidelines.
Create and manage an effective filing system (physical and electronic) with supporting documentation, update minute sheets, flag, and file all documents to ensure the organization and security of files inclusive of records disposal.
Create case files (physical and electronic using the CURIA Attaché software) for the Judge, ensuring all pertinent documents are printed relative to cases for the Judge’s review. Liaise with the assigned Judicial Counsel to ensure that the file is populated with the Hearing Notes and other case documents requested by the Judge.
Format speeches, and prepare, draft and format reports, papers and other documents from written and audio sources.
Create presentations to accompany speeches, reports and other papers delivered by the Judge as required.

Administrative

Support the Judges/Registry in the monitoring and tracking of initiatives undertaken and results achieved by compiling and collating performance data on a monthly basis, inputting data into the relevant Management Action Plans (MAPs) to update on progress/on-time delivery and performance metrics met.
Create and maintain the Judge’s personal library by ensuring that binders/folders/books are properly catalogued with supporting documentation for quick and easy retrieval.
Liaise with the Judge to manage his/her official/personal calendar (electronic/diary) issuing reminders as appropriate.
Manage and prioritize the Judge’s incoming and outgoing communications (telephone, snail mail, emails, etc.)
Take follow up action such as acknowledging, responding and feedback on any necessary action relating to invitations, meeting requests or ongoing matters.
Compose and type memoranda, letters and emails as directed and independently. Input individual performance data into Individual Work Plan in MS Planner and hardcopy.
Handle the following administrative tasks proactively, efficiently and expeditiously as required:
- Prepare appropriate monthly expenditure reports (VAT, telephone, internet) for the Judge using budgetary formula in accordance with the Court’s accounting policies.
- Ensure that all the Judge’s subscriptions to various organisations are paid and up to date.
- Prepare and submit insurance claim forms for the Judge and dependent/s and follow-up with HR for reimbursements. Prepare reconciliation of Judge’s insurance claims for their information. Submit list of outstanding claims to HR Department.
- Liaise with the Facilities & Asset Management Unit to ensure that the Judges’ chambers are cleaned, organized and replenished with stationery and supplies as required; and report any issues that may arise.
- Liaise with the IT Department to address issues regarding the printer, laptop, telephone and other hardware and software.
- Co-ordinate and organise duties/errands for the Judge’s Aide to ensure that all outstanding matters are addressed.

Meetings & Events

Work closely with the Judge to arrange and prepare for meetings and events, individually or with other Administrative Officers, including the booking of venue, refreshment, liaising with IT for setting up projector or video conferencing units. • Assist with the organization of specialist type meetings/conferences for CCJ Academy for Law, CAJO, CAWJ, TTAWJ, IAWJ, in-house committee meetings and miscellaneous ad hoc meetings (including preparation of documents, logistics, venue, reception arrangements, correspondence to participants, regional and international travel arrangements, airport/hotel/ground transportation, dining reservations, coordination of public events inclusive of supporting materials for travel itineraries, hotel reservation, schedules, bios, and briefings) and liaison service to speakers/participants).
Provide administrative, procurement and budgetary support to internationally based affiliates.
Take notes/minutes/record meeting and distribute approved meeting minutes, agenda and packages.
Liaise with local, regional and international agencies and/or visitors to the Judge and Court as directed, assisting with protocol duties when required.
Liaise with Security & Logistics and Court Protocol staff prior to the arrival of Judge’s guests/visitors to ensure protocol courtesies and parking facilitation.
Co-ordinate and organise the Judges’ Monthly Luncheon meeting (finalize menu in accordance with dietary requirements; liaise with caterers for procurement of services; ensure that Judges’ Common Room is properly prepared for lunch service; liaise with Facilities & Asset Management Unit for room availability and preparedness; liaise with Hospitality Assistant to provide tea service, ensure that Judges’ Common Room and kitchen return to functionality upon completion of meeting. Where the Judges’ luncheon is held off-site, liaise with the restaurant’s management for menu preparation, private room facilities, parking, greeting of guests, etc.)
Assist the Judge on the various committees and associations (personal and official) of which the Judge is a Member, e.g. JURIST Project, CCJ Moot, Judicial Internship, Asset Disposal Committee, Code of Conduct, Judges’ Panels, CAWJ, ICC, CCJ Academy for Law, CAJO, APEX etc.
Assist with the planning, organizing and execution of projects and Court events.
Prioritise conflicting needs, following-through on projects to successful completion, while ensuring that deadlines are met.

Business Travel & Other Matters

Liaise with the designated officer to co-ordinate the Judge’s business and personal overseas travel, ensuring that flight and hotel arrangements, foreign exchange transactions and local ground transportation are effectively and accurately arranged.
Compile and maintain travel records and vouchers for the Judge, as required
Assist Judges/Judges’ spouses with tasks/projects, e.g. typing speeches, booking flights, making hotel accommodations, prepare application forms and other documents for Diplomatic and regular passports, visas, permanent residency and citizenship and follow-up with Court protocol on these matters.
Assist retired CCJ Judges from time to time as authorised by the Court.
Perform other related duties as assigned from time to time.

Required Knowledge, Skills and Abilities:

Excellent interpersonal, communication (oral and written) skills with an excellent command of the English Language.
Excellent organisational and time management skills with the ability to multi-task and function effectively in a fast paced and demanding environment.
Demonstrated ability and excellent knowledge of telephone and Internet etiquette.
Sound knowledge of modern office practices and procedures.
Sound attention to detail and quality of output.
Working knowledge of legal terminology.
Working knowledge of the CARICOM region and its Court Structure.
Working knowledge of Court procedures and Court protocol.
Intermediate to advance computer literacy with high proficiency in the Microsoft Office Suite and Internet search engines and the ability to learn new software applications.
Ability to project a favourable and professional image at all times promoting respect for the Judges and the Court.
Ability to create and maintain accurate and organized records.
Ability to type at a rate of 50-60 wpm.
Ability to work well in a team, and demonstrate the highest level of professional integrity, respect and diplomacy for colleagues and others.
Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Ability to use initiative appropriately on the job.
Ability to maintain confidentiality at all times.