Legal Executive (Acting)

ROLE SUMMARY Reporting to the Legal section manager (the In-house Lawyer), the role of the Legal Executive is to provide pro-active administrative support to the Legal team. Working within a fast-paced dynamic environment, the Legal Executive will provide support and assistance with ongoing legal matters and to the In-house Lawyer and solicitors.

KEY RESPONSIBILITIES

- Operational Activities o Provision of support to the In-house Lawyer and four solicitors which make up the HPRA Legal section, including organising and maintaining office, setting up and confirming meeting arrangements, taking meeting minutes, management of outlook calendars. o Administrative work including filing, photocopying, scanning, archiving, tracking queries, typing (copy-typing and dictaphone typing), post, and telephone queries. o Managing relevant case law (Irish Courts and Court of Justice of European Union), legal resources, contracts files, and maintenance of related indices. o Manage the tracking of legislation related to the HPRA and assisting in consolidation of legislation. o Maintenance of the Legal document management system and the Legal archive system. o Assistwith document review, analysis and data entry. o Contribute to the preparation of briefs to external legal advisors. o Support the preparation of legal advice in relation to ongoing in-house queries. o Assist thepreparation of correspondence, legal agreements, briefing documents and presentations. o Drafting of emails, letters and other correspondence, including document formatting and processing. o Co-ordinating teleconferences when needed. o Assisting with the furnishing of warrants to authorised officers. o Performing such other duties as the Legal section may require. - Quality Management o Assisting the Legal team to ensure that there are effective mechanisms in place to capture, store and communicate to the organisation key information, experience and knowledge, where appropriate. - Performance Management o Working with the Legal team to maximise efficiency gains and effective performance. o Taking measures to identify and resolve issues impacting performance in the Legal team. o Keeping a log of daily activities. o Reporting regularly on progress against specified goals/targets and objectives. - Communications/Customer Service o Attending and contributing to Departmental and organisational meetings as appropriate. o Ensuring that the HPRA policies and procedures are communicated in a consistent way to stakeholders. o Ensuring that appropriate mechanisms are in place to support interactions with other areas of the HPRA. o Providing support to other areas of the HPRA where appropriate. - General o Perform such other duties as the HPRA may reasonably require.

QUALIFICATIONS AND EXPERIENCE - To be considered for this post, candidates must have; o Relevant qualification relating to legal studies. o Relevant experience in a similar role supporting a legal team or in a busy office environment. o Excellent attention to detail. o Excellent communication skills both written and verbal. o Proficiency in Microsoft office suite (Word, Excel, PowerPoint and Outlook) with excellent typing skills. o Strong desire to learn and function within the Legal team. o Ability to prioritize and manage workload and meet deadlines within a fast-paced dynamic environment. o Have excellent planning and organisation skills including the ability to prioritise and manage large volumes of work. o Ability to use initiative and maintain output and productivity. o Strong interpersonal skills to liaise with relevant parties as required. o A proven track record of working in an environment requiring a high degree of flexibility. o Previous experience of working as part of a team. - In addition to this the ideal candidate will have: o Be able to conduct research as needed. o Experience working on litigation matters, including discovery or similar type projects.

REMUNERATION Salary: € 35,256 - € 54,370 per annum (incremental scale) Candidates should note that entry will be at the minimum of the scale and the rate of remuneration may be adjusted from time to time in line with Government pay policy.

SUPERANNUATION The new Single Public Service Pension Scheme (“Single Scheme”) commenced with effect from 1 January 2013. All new entrants to pensionable public service employment on or after 1 January 2013 are, in general, members of the Single Scheme. LOCATION The successful candidate will be working in the HPRA offices a minimum of two days per week (or 40% of available working days) and can avail of working remotely up to a maximum of three days per week subject to the terms of the policy. The specific days each week when you work at each location will be determined by your manager. The HPRA reserves the right to cease, vary or change the office/home location split during or after the review period. Notwithstanding any applicable remote working arrangement, you may be required to work at any specified location as may be reasonably required by the HPRA from time to time.

HOURS OF DUTY The hours of duty are fixed by the HPRA from time to time. The current arrangements are MondayFriday (minimum 35 hours). Appointees are eligible to participate in the flexitime arrangements after a period of six months.

DURATION OF POST This is a specified purpose contract for the duration of maternity leave.

HEALTH A candidate must be fully competent and capable of undertaking the duties attached to the position and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

ANNUAL LEAVE Annual leave (exclusive of usual public holidays) is 22 days per annum.

DUTIES OF POST The duties set out in the role profile (above) are indicative of responsibilities related to this role. As with all posts, the nature of HPRA business is evolving and flexibility is required in order to adapt to changing business needs.

CONFIDENTIALITY AND CONFLICT OF INTEREST Employees are prohibited from having any personal or financial interest in any industry that the HPRA regulates from the date of appointment with the HPRA. All HPRA employees are required to declare any matter that could affect their impartiality or that could reasonably be perceived as affecting their impartiality. All new entrants are required to complete a declaration of interests prior to commencing employment in the HPRA. The HPRA’s Conflicts of Interest Assessment provides guidance on the types of interests to be declared. Any interests declared will be evaluated and any potential conflicts will be addressed in line with that Assessment. The HPRA deals with highly confidential matters including identifiable details pertaining to healthcare professionals, patients and commercially sensitive information. Employees are prohibited from disclosing any information in relation to the business of any person obtained in his/her capacity as an officer of the HPRA.

DATA PROTECTION The General Data Protection Regulation and Data Protection Acts 1988-2018 apply to the processing of personal data and the HPRA is committed to complying with its legal obligations in this regard. For information on how we process your information during recruitment, please see our privacy notice.

REFERENCES The names and addresses of two referees to whom the applicant is well known but not related must be submitted with the application. Reference may be made to current and former employers without further notification of the applicant. Applicants having any reservations on this matter should so state at the time of application