Administrative Assistant

Key Responsibilities

• Manages the calendar of schedules and appointments on behalf of the Senior Assistant AG;
• Prepares audio visual presentations as appropriate; prepares Briefs, background information and/or supporting documents for scheduled appointments, meetings, speaking engagements, conferences, interviews as appropriate/directed;
• Reviews, collates and edits reports for submission to the Senior Assistant AG and other stakeholders as directed;
• Composes and prepares correspondence, memoranda, agenda and other documents that are oftentimes confidential;
• Produces and distributes action sheets, notes/Minutes of meetings; follows up on actions to be taken;
• Co-ordinates all activities related to the preparation of the LSU’s Budget, Corporate and Operational Plans, Individual Work Plans, Performance Appraisal Reports, leave schedules and training needs analysis to ensure submission within stipulated deadlines;
• Co-ordinates the preparation and timely advancement of Cabinet Submission; tracks the processing of these submissions;
• Ensures Cabinet decisions are received and actioned as directed/appropriate;
• Communicates directly on behalf of the Senior Assistant AG to LSU staff, AGC-HQ staff, external clients/customers stakeholders and others, on matters related to the Senior Assistant AG’s Office;
• Functions as a liaison for smooth communication between the Senior Assistant AG’s and the responsible Deputy Solicitor General, internal Divisions of the Ministry in a manner that serves to maintain credibility, trust and support;
• Ensures visitors and incoming calls to the Senior Assistant AG’s Office are received and screened; information or access is provided; referrals to appropriate staff effected; and/or other action are taken as deemed appropriate;
• Works closely with the Senior Assistant AG to keep him/her well informed of upcoming commitments and schedules and follow-up as appropriate;
• Processes all correspondence addressed to the Senior Assistant AG; and routes correspondence and documents as appropriate to allow for the efficient operation of the LSU;
• Conducts on-line and off-line research on routine matters at the request of the Senior Assistant AG;
• Co-ordinates the receipt, distribution and dispatch of files and correspondence within the LSU to ensure that matters are settled in accordance with service standards;
• Ensures confidential Files and Records Management Systems, electronic and hard copy, are established and maintained in accordance with established policies and generally accepted professional standards;
• Maintains and updates databases, consults with Information Systems Personnel regarding programming problems and/or data integrity and makes recommendations for system enhancement;
• Demonstrates professionalism, credibility and integrity in the performance of functions to enhance and maintain a positive and credible image of the office;
• Maintains knowledge of the LSU’s operations, working knowledge of the policies, procedures practices and protocols to be able to respond appropriately to enquiries, requests or issues.
• Assists in the preparation of legal documents, under the guidance of the Senior Assistant AG;
• Conducts research into legislation and other sources of law as directed;
• Researches and gathers data inclusive of statutes, legal articles, and relevant documents;
• Prepares reports of analysis of research findings;
• Assists in organising meetings to review and discuss legal documents;
• Assists in collating documents/bundles in preparation for legal hearings and consultations;
• Keeps and monitors law volumes to ensure that law library is up-to-date and volumes updated/annotated;
• Liaises on an on-going basis with key stakeholders i.e. attorneys and other parties in facilitating review or development of legal documents;
• Maintains the AGC’s files and records in a confidential, secure and reliable manner in accordance with established records management principles to ensure expeditious retrieval of files.