Executive Assistant/Associate to Justice Mortimer

Job No: FedCourt134

Location: Melbourne, VIC

Closing Date: 6 Dec 2018 AEST

Title: Executive Assistant/Associate to Justice Mortimer
Registry: Victoria
Section: Chambers of Justice Mortimer
Classification: APS 6
Salary: $76,848 - $88,276 per annum pro rata, plus superannuation
Job Type: Non-ongoing, part time (Wednesday, Thursday and Friday) for a period of 18 months.
Location: Melbourne CBD, Victoria
Position No.: TBC
Reports to: Director, Court Services

Overview of Agency
The Federal Court of Australia (the Entity) is a non-Corporate listed entity for the purposes of the Public Governance, Performance and Accountability Act 2013 (PGPA Act) and a statutory agency for the purposes of the Public Service Act 1999. The Entity supports the operations of the Federal Court of Australia (FCA), Family Court of Australia (FCoA), the Federal Circuit Court of Australia (FCC) and the National Native Title Tribunal (NNTT). The FCA, FCoA and FCC are Chapter III Courts under the Australian Constitution and continue to operate as individual judicial jurisdictions.

Jurisdiction
The Federal Court of Australia was created by the Federal Court of Australia Act 1976 (Cth) as a superior court of record and a court of law and equity. Its overarching goal is to contribute to the social and economic development and wellbeing of all Australians by applying and upholding the rule of law. It sits in all capital cities and elsewhere in Australia when necessary. The Court has jurisdiction in relation to almost all civil matters and some summary and indictable criminal matters arising under Australian federal law. The Court is able to hear cases in relation to admiralty, bankruptcy, competition, consumer protection, corporations, fair work, human rights, intellectual property and native title. It also has the power to review some Federal Government decisions in areas such as social security, immigration and taxation.

Position Overview
The position of Executive Assistant/Associate requires administrative and executive assistant skills of a high order, including experience in a legal environment. Chambers consists of another Executive Assistant (part time - Monday and Tuesday) and an Associate who works full time for the judge for a 12-month period.

The Executive Assistant/Associate needs to organise their daily workload in order to meet deadlines within strict time constraints. She or he needs to be able to work proactively, autonomously, demonstrate initiative, flexibility and sound judgement, and also needs to demonstrate an ability to work in an environment which requires tact and discretion. Experience in, or the ability to acquire in-depth knowledge of, case management in a court environment including docket management, listing arrangements, chambers administration and judicial support is required. Some proofing of judgments will be involved. There is an option to undertake, or learn to undertake, legal research also.

As this position involves a job-share with another part time Executive Assistant, organisation and communication skills are of critical importance. The administration of chambers and the support provided to the Judge must be seamless.

Major Activities
Provide Executive Assistant and Associate support:

• at the judge’s discretion, be available outside normal work hours as necessary;
• work productively, cooperatively and efficiently with the other chambers staff to ensure that chambers runs seamlessly;
• maintain the judge’s diary and commitments;
• ensure that judgments and correspondence are produced accurately, and in accordance with the Court’s requirements;
• assist the judge in court with directions hearings and other hearings as required;
• assist the judge in relation to interstate hearings and arrange official travel;
• take responsibility for the management and maintenance of electronic court files allocated to the judge’s docket, ensuring accurate and complete records are retained at all times;
• act as the main point of contact with parties and their legal representatives concerning matters in the judge’s docket;
• liaise on behalf of the judge, as required, with individuals, groups or organisations both within and outside the court on a range of matters;
• assist with or undertake legal research, but not at a highly complex level;
• proof less complex judgments;
• provide administrative, secretarial and clerical services;
• type draft judgments and other documents from Dictaphone recordings or copying typing from other documents;
• assist the judge to arrange seminars and workshops;
• prepare presentations as required by the judge;
• assist with the induction and training of new associates as required;
• liaise with other registries, registry staff etc. on behalf of the judge; and
• maintain chambers records and the judge’s library collection.

Key Relationships

• Judge
• Associate
• Other judges, executive assistants and associates 
• Registry staff, the National Operations Registrar and National Operations Team
• Members of the legal profession and the public

Competencies & Attributes
To undertake this role the successful candidate must have:

• the ability to effectively manage multiple tasks and priorities under time pressures;
• a high level of IT proficiency;
• highly developed keyboard skills, including ability to copy or Dictaphone type (or a willingness to learn how to type using a Dictaphone);
• the ability to provide high level administrative support effectively;
• a sound understanding of the jurisdiction and practice and procedure of the Court or the ability to acquire such knowledge quickly;
• the ability to undertake analytical and legal work skilfully and critically evaluate a large volume of information in a high pressure environment;
• the ability to work autonomously with the necessary authority and accountability to manage work but also work collaboratively as a member of a small team;
• the ability to build and sustain positive relationships with a network of key stakeholders internally (including the Chief Justice, Judges, National Operations Registrar, District Registrar, registry staff, chambers and other staff nationally) and externally (including legal profession and litigants); and
• an attitude that enables the candidate to work harmoniously within the chambers environment.

Formal Qualifications
A legal qualification, or substantial progress towards completion of a legal qualification, would be an advantage but will not be necessary if the candidate is otherwise the best candidate.

Selection Criteria

1. Demonstrated experience and ability in providing high level legal, administrative and general support services in a legal environment. 
2. Demonstrated knowledge of the Federal Court’s jurisdiction, practices and procedures, or the ability to acquire such knowledge quickly.
3. Strong writing skills. Demonstrated ability to produce well-drafted correspondence.
4. Excellent problem solving and analytical skills together with the ability to facilitate improved and innovative services and processes in the workplace.
5. Strong interpersonal skills with an ability to deal effectively with a wide range of internal and external stakeholders.
6. Highly proficient in IT, including use of electronic legal resources and expert knowledge of Microsoft applications and Adobe.
7. Highly developed keyboard skills including ability to copy type and willingness to learn how to type using a Dictaphone.
8. Existing legal research and proofing skills, or the capacity and willingness to acquire them.

Eligibility
Employment with the Court is subject to the terms and conditions in the Public Service Act 1999, and the following conditions:

1. Australian Citizenship – the successful applicant must hold Australian citizenship;
2. Criminal History Check – the successful applicant must satisfy a Criminal History Check, and may be required to complete security clearances during the course of their employment;
3. Health Clearance – the successful applicant will be required to complete a health declaration and may be required to attend a medical assessment to confirm their fitness for duty.

Interested candidates who have received a redundancy benefit from an APS agency are welcome to apply, but note that they cannot be engaged until their redundancy benefit period has expired.

How to Apply
To be considered you will need to upload a statement of claims against the selection criteria (maximum 250 words per criteria) and attach an up to date resume by 11:55pm AEDT on 5 December 2018.

For more information contact Thomas Stewart, Director of Court Services, by phone (03) 8600 3331 or email Thomas.stewart@fedcourt.gov.au