Overview

My client is seeking a Litigation Secretarial Assistant within their Regulatory Services Department on a maternity cover basis. The ideal candidate will be an experienced administrator/secretary with experience of working in a litigation practice. The candidate should have excellent typing skills and should have experience in managing documents, preparing briefs and be proficient with Word and Excel. The candidate should have a familiarity with legal databases, file management and case management systems. It is important that the successful candidate is flexible in their approach to work, is collaborative in their approach to working with colleagues and maintains the highest standards of professionalism and discretion in dealing with confidential and sensitive subject matter material.

The Regulatory Services team provides in-house legal advice to the Regulation Department, regulatory committees and other departments, assisting them in the performance of their statutory and non-statutory functions. It prepares and assists other departments in the drafting of submissions for legislative reform, responses to consultations and with media queries. It is also a busy in-house litigation department, preparing and presenting disciplinary inquiries, directly or with the assistance of legal advisers. It defends regulatory and other proceedings brought against and advises on steps necessary to reduce litigation and other reputational risk. It regularly deals with contentious correspondence in a robust, but fair and even-handed manner.

Central to the requirements of this role are resilience, courtesy, teamwork and a strong sense of doing the right thing in accordance with the organisation's culture and values. The role requires 4 days in-office attendance and offers 1-day WFH.

Main Duties and Key Responsibilities

The successful candidate will carry out the following duties in line with the standards and strategic objectives and as directed by the Head of Department. The duties primarily involve providing secretarial, administrative and litigation support to the executive team in the Regulatory Services Department

• Updating and maintaining file and case management system, including scanning incoming post.
• General copy and Dictaphone typing.
• Building briefs for counsel and planning for the delivery of briefs and other supplementary documentation, including hand-delivery if required.
• Preparing court books.
• Preparing books for tribunal hearings.
• Planning for and filing affidavits, submissions and books of court/tribunal documents to meet court or tribunal-imposed deadlines, attending in person at court/tribunal offices as required.
• Planning for the service of documents, including the requirement to swear affidavits of service.
• Planning for the swearing of affidavits by other members of staff.
• Assisting Regulatory Services team at meetings, including attending at court or tribunal hearings, taking attendance notes as required.
• Dealing with queries on regulatory history of solicitors.
• Drafting documents, such as publication notices.
• Engaging with executives in other sections/departments in relation to issues such as costs recovery, invoicing, financial estimates, insurance reporting.
• Liaising with other staff to obtain information necessary to respond to regulatory queries.
• Answering telephone calls and responding to email queries from solicitors or other stakeholders.
• Drafting correspondence to solicitors and other stakeholders.
• Preparation of documentation to support the legal advisory function.
• Conducting legal research at the direction of members of the Regulatory Services Department team.
• Hosting and taking attendance notes at virtual/remote meetings/hearings.
• Other miscellaneous duties assigned by the Head of Department.

Knowledge and Skills

• Excellent administrative, organisational, communication and interpersonal skills.
• Excellent I.T. skills in Word, Excel, PowerPoint and Outlook.
• A good knowledge of the regulatory system for solicitors in Ireland.
• A good eye for detail, and ability to carry out accurate and precise work under pressure ad time constraints.
• An ability to work on their own initiative, as part of a team and be proactive in the role.
• Have a flexible and collaborative approach to their work and responsibilities.
• Experience working in a regulatory, legal or other professional environment.

Remuneration & Benefits

• Salary €40,000.
• Excellent working conditions.
• Training and development opportunities.
• 35 hour work week

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