Personal Assistant; Executive Officer - EA Solicitors Office

JOB DESCRIPTION

REPORTS TO: Office Manager

• To act as Personal Assistant to a Solicitor within EA Solicitors.
• To assist with the taking and distribution of new queries, investigation and defence of informal and formal complaints / legal proceedings against the Education Authority ("EA") and/or controlled schools.
• To undertake such other duties relevant to the Education Authority Solicitors ("EA Solicitors") as may be reasonably required from time to time.

• To provide P.A. support to the Solicitor, ensure strictest confidentiality and diplomacy at all times, make and take calls on behalf of the Solicitor, and maintain a personal and office diary, ensuring compatibility.
• Check and prioritise mail.
• Co‑ordinate and administer work of Solicitor in their absence, with regard to: procurement law and commercial litigation; conveyancing/ property matters, employment law cases, litigation, tribunals (including SENDIST), judicial reviews and on‑going legal matters.
• Ensure the timely provision of advice and information to internal and external clients, with regard to meeting strict deadlines.
• To draft and prepare routine correspondence and reports, collate information and prepare and update statistical information.
• Arrange meetings, consultations, Tribunal hearings, Court appearances and talks/conferences. Arrange alternative cover in Solicitor’s absence.

• To assist the EA Solicitors in preparing Title Reports and Title Packs and by applying for Property Certificates and Property Searches to establish ownership.
• To assist the EA Solicitors in the preparation of:
  Contracts for Sale, Conveyancing Documents, Completion of Pre‑Contract Enquiries.
• To assist the EA Solicitors in ensuring documentation is presented for Stamping and Registration within prescribed legal times.
• To assist EA Solicitors in the control of its title deeds through keeping title databases up to date; accurately scheduling, returning and receipting Title Documents to and from the relevant EA office and to third party solicitors.

• To assist the Solicitor or any other solicitor within EA Solicitors in the investigation and defence of formal and informal complaints /proceedings referred from EA Directorates /Schools with particular reference.
• To adhere to strict deadlines to ensure statutory time limits are met.
• To assist in the process of appeals against Tribunal / Court decisions.
• To assist in the collation and indexing of discoverable documentation, Court / Tribunal bundles etc.
• Assist with the drafting and response of Notices of Appearances, Notices for Additional Information, Notices for Discovery etc.
• To maintain effective communication and co‑operations with relevant persons including EA Officers, Boards of Governors, Counsel, Witnesses and outside Agencies to ensure quality service delivered.
• To assist with preparation and collation of Counsel’s papers and arrange for delivery of same.
• To prepare documentation for hearings and apply for Witness Summons.
• To attend consultations and hearings (as required) in order to provide verbatim report on proceedings.
• To administer payment of Counsel’s fees.

• To assist the Solicitor or any other EA Solicitor by liaising with Transfer Officers, Tribunal members and Counsel to arrange for compilation and forwarding of relevant information.
• To arrange consultations and prepare necessary documentation.
• Prepare Affidavits as drafted by Counsel and arrange for swearing of same by Tribunal member and external Solicitors.
• Requisition ing of cheques in accordance with appropriate fees, lodge official documentation at Court and return all original documentation to EA Regions.

Any other duties as required by the post at that level.

This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned…