Exceptional Administration and Organisation Services

• Coordinating the Youth Hotline from 9am to 5pm Monday to Friday including answering the phone, completing monthly rosters for weeknights and weekends, data entry, gathering statistical information when requested and supervising the admin officer; • Acquiring, understanding and applying knowledge of Children’s Legal Service (including the Children’s Court), the NSW Criminal Justice System (including the Parramatta Drug Court as well as Local and District Courts) and Family Law (including the Family Court, Local Court and Federal Magistrates Court); and effectively sharing this knowledge with my colleagues; • Acquiring, understanding and applying the policies and procedures needed when working for Legal Aid NSW and effectively helping my colleagues when needed; • A major achievement: Implementing the CLS Work Roster that is still in place today; • Providing secretarial, administrative and clerical support to the solicitors; • Liaising with Barristers, Solicitors, Clients and support agencies on a daily basis and maintaining a professional relationship; • Communicating effectively with socially and economically disadvantaged people via telephone, written correspondence and over the counter; • Demonstrating high level interpersonal skills via my daily communication with various people and agencies; ensuring that I am clear and concise at all times and conducting myself in a professional manner through all forms of communication i.e. face to face, correspondence, email and over the phone; • Ability to transfer from formal language to simple language between Barristers, Solicitors and Clients; • Dealing with sensitive issues whilst acting professionally and adhering to confidentiality at all times; • Successfully performed in many high volume work environments; • Superior organisational and priority setting skills demonstrated on a daily basis with every day workloads regularly reassessed and organised from the most urgent (early deadlines) to the least urgent (later deadlines); • Typing and drafting briefs and other legal documentation (such as subpoenas, affidavits, Application for Divorce, and Notice of Address for Service); • Training of all new staff; • Administrator for Cases: I was responsible for ensuring that all staff effectively and efficiently used the Cases system and would conduct training as necessary to achieve this goal. • Dictaphone typing of correspondence and legal documentation; • Organising interpreter services; • Accounts processing - receipting of cash and cheque payments of contributions using SAP software; • Family Day event coordination. Each year Hope Downs 1 holds 3x Family Day events which involve employees being selected to have their family members attend the mine site for the day. Immense organisation is involved to bring the day together successfully. Each event flies approximately 100 people to and from the mine site; • Village Coordinator ‘step up’. I am trained in relieving for the Village Coordinator role and do so whenever the current position holder is off site. I am required to effectively contractor manage 80 staff and be the point of call for any emergencies and safety incidents; • Draft Capital Expenditure Applications and enter the respective information in to the CAPS system; • Area Champion for Standard Work Procedures, Single Point Lessons and Isolation Procedures. This involves checking the Document Management Register regularly to become aware of soon to expire documents, meetings with the supervisors; communicating with site Document Control and helping my colleagues to draft the documents and upload photos; • Assemble the End of Month Report for the superintendent. This includes running reports through SAP and Prospect and collating the information as well as gathering information from supervisors throughout the teams; • Complete End of Month Commitments. This includes running the Commitments by Period report in Prospect and analysing each individual commitment to ensure nothing is outstanding, invoices are being paid and matters are closed off correctly; • Use of SAP to run budget reports, complete monthly contractor hours, create all purchase requisitions, pay invoices, check qualifications, order uniforms, personal locks, stationary and Prescription Safety Glasses; • All adhoc queries, tasks and requests received from the superintendent and supervisors; • General office duties including updating leave planners, liaising with Flights & Accommodation for personnel commute forms, organising off site meetings, utilising the AMEX booking system and InFlight, minute taking for monthly meetings, raising ServU’s to liaise with the IT Department in regards to computer issues etc and completing safety interactions and hazard IDs each month; • Providing paralegal support to the solicitors consisting of helping screening individuals that are referred into the weekly Drug Court Ballot; completing each participant’s Instruction Sheet for sentences, s.11 issues, graduations and breach of bonds; typing program chronologies and collating all the documents needed for risk and Potential To Progress hearings; and maintaining the Maximum Penalties spreadsheet; • Attending the Parramatta Drug Court for the daily Team Meeting when required of me. At the Drug Court a Team Meeting is held every morning before Court where all the Multi Disciplinary Team (MDT) report back the participant’s progress. It is my role to relay all the information provided for each participant onto their progress cards. • Liaising with the MDT (Police Prosecutor, Legal Aid NSW, Court Registry staff, Probation & Parole and Justice Health) on a daily basis and maintaining a professional relationship; • Managing my work practice and maintaining the workload to ensure I am constantly a week ahead of the Court diary and allowing my manager to trust in me to work with the minimal of supervision; • Effectively working as part of the DPP Drug Court team as well as the Parramatta Drug Court’s MDT that consists of 6 governed bodies. Each department possessed their own roles and goals however need to successfully work together as a team for the ultimate success of the Drug Court Program; • General administration duties including answering phones and relief reception, faxing, photocopying and filing; opening files and archiving; Courtnet / Justicelink searches; database entry including opening of all files including minor assistance on Cases and Atlas, entering of advice sessions (especially on the Youth Hotline) and completing Weekend Bail Court; maintaining client details on Cases and general file maintenance.