Legal Secretary

SECTION 1: THE ROLE

Applications are currently being sought from suitably qualified candidates who wish to be considered for inclusion on a panel from which temporary and permanent vacancies for Legal Secretary may be filled.

Cork County Council’s Legal Department (the County Solicitor’s Office) provides comprehensive and dedicated legal services and advice in Property-Based Services, Code Enforcement, Judicial Review, Debt Collection, Litigation and General Law Advisory Services.

Property-Based Services

Conveyancing services are provided to the Property and Housing Departments. These services typically involve the buying, selling and letting of residential, in support of various Housing Schemes, and commercial properties. The County Solicitor’s office also provides services to Transport Infrastructure Ireland in relation to land acquisition services for major national road schemes.

Code Enforcement

Cork County Council is charged with the enforcement of various regulatory and statutory codes under EU Directives, and national primary and secondary legislation. These codes typically involve the following:

• Animals

• Building Control

• Environmental issues (including waste management, litter and air pollution)

• Dangerous structures and derelict sites

• Fire Safety

• Housing

• Parking

• Planning

Judicial Review

This work is largely undertaken by Senior Executive Solicitors and is primarily focused on Planning and Environmental proceedings.

Litigation

The County Solicitor’s Office represents Cork County Council across all jurisdictions of the Courts in civil and criminal matters.

Debt Collection

Financial recovery services are supplied to divisional collection offices and to the Finance Department. File preparation, advices and representation in Court are provided by solicitors to the Rates and Finance departments.

General Law Advisory Services

Advisory services are furnished to all Council departments under the direction of the County Solicitor.

SECTION 2: DUTIES

The duties may include but are not limited to the following and the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office:

Administrative & Secretarial Support:

Digital dictation/audio typing

Filing, proofreading, updating and maintaining legal files

Email and office management

Administrative support to solicitors

Legal Document Handling:

5. Drafting correspondence and legal agreements under instruction from a solicitor

6. Maintaining precedent contracts

7. Preparing pleadings, court documentation and booklets for Court

8. Preparing conveyancing documents

Compliance & Legal Research:

9. Ensuring compliance with legislation and internal policies

Client & External Engagement:

10. Liaising with banks, solicitors, all relevant internal and external stakeholders, etc

11. Managing invoices from external firms

Support for Legal Team:

12. Coordinating documents for meetings

13. Preparing for presentations

14. Managing filing systems

15. Driving improvements in legal services

General Duties

16. Dealing with internal clients and members of the public at a variety of levels through various means of communication

17. Carrying out a range of administrative tasks including photocopying, preparing letters/documents/presentations circulation, typing, minute taking, report/returns preparation, filing, arranging meetings, receipting/balancing payments including cheques, handling internal/external correspondence, diary management

18. Operation of the financial system and other local government systems

19. Any other duties that may be assigned as part of the overall functioning of the relevant department

The above specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

SECTION 3: ELIGIBILITY CRITERIA / QUALIFICATIONS

Character

Each candidate must be of good character.

Health

Each Candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

Education, Training, Experience etc.

Each candidate must, on the latest date for receipt of completed application forms:

(i) Have had at least two year’s previous service in an office of a Solicitor’s firm or Barrister’s office, Clerical Officer, Clerk/Typist (Clerical Duties), Clerk/Typist (Typing and Clerical Duties) or Clerk/Typist under a local authority or health board in the state

or

(ii) Have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects from the approved list of subjects in the Department of Education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme

or

(iii) Have passed an examination of at least equivalent standard

or

Have satisfactory relevant experience which encompasses demonstrable equivalent skills

• Excellent audio typing ability

• Proficient computer skills, Microsoft Word, Excel and Outlook

• Good organisational skills and professional manner

• Good attention to detail and an ability to work on their own initiative

• Focused client service approach

Required Skillset

In the context of the key duties and responsibilities for the post of Legal Secretary listed above, the ideal candidate should demonstrate through their application form and at the interview that they have the following knowledge, experience, skills and competencies:

• Experience in the preparation and completion of Form 17s

• Attendance to completion of registration in the Land Registry and Property Registration Authority

• Experience in preparation of District Court, Circuit Court and High Court documentation is desirable

Age

Age restrictions shall only apply to a candidate where he/she is not classified as a new entrant within the meaning of the Public Services Superannuation Act, 2004. A candidate who is not classified as a new entrant must be under 70 years of age.

Transport

This post will involve travel within the county and elsewhere. Holders of the office shall hold a full driving licence for Class B Vehicles and shall drive a motor car in the course of their duties and for this purpose provide and maintain a car to the satisfaction of the local authority.

SECTION 4: COMPETENCIES

A Competency Based Application form requires you to describe some of your personal achievements to date that demonstrate certain competencies (necessary skills and qualities) required for the position for which you are applying. For each competency, you are given a description of a skill or quality. You are then asked to describe a situation, from your own experience, which you think is the best example of what YOU have done which demonstrates this skill or quality.

It is essential that you describe how you demonstrated the skill or quality in question. Therefore, compose your replies carefully in this section and try to structure what you write so that you give specific information about what you have done - for example, do not simply say that “X was successful”, describe exactly what you did and how you demonstrated the skill or quality in question.

For each example please include the following:

a) the nature of the task, problem or objective

b) what you actually did and how you demonstrated the skill or quality (and, where appropriate, the date you demonstrated it)

c) the outcome or result of the situation and your estimate of the proportion of credit you can claim for the outcome

The information you present in your application may form part of a shortlisting process and may also be used to help structure your interview, should you be invited to one. A shortlisting process may be applied based on TWO or more of the competencies and on other information you provide in your application form.

Please note that, should you be called to interview, the board may look for additional examples of where you demonstrated the Knowledge, Experience, Skills and Competencies required for this post, so you should think of a number of examples of where you demonstrated each of the skills.

A candidate must possess the following competencies:

Team Work

• Shows respect for colleagues and co-workers

• Develops and maintains good working relationships with others, sharing information and knowledge, as appropriate

• Offers own ideas and perspectives

• Understands own role in the team, making every effort to play his/her part

Information Management/Processing

• Approaches and delivers all work in a thorough and organised manner

• Follows procedures and protocols, understanding their value and the rationale behind them

• Keeps high quality records that are easy for others to understand

• Draws appropriate conclusions from information

• Suggests new ways of doing things better

Delivery of Results

• Takes responsibility for work and sees it through to the appropriate next level

• Completes work in a timely manner

• Adapts quickly to new ways of doing things

• Checks all work thoroughly to ensure it is completed to a high standard and learns from mistakes

• Writes with correct grammar and spelling and draws reasonable conclusions from written instructions

• Identifies and appreciates the urgency and importance of different tasks

• Demonstrates initiative and flexibility in ensuring work is delivered

• Is self-reliant and uses judgement on when to ask manager or colleague for guidance

Customer Service & Communication Skills

• Actively listens to others and tries to understand their perspective/requirements/needs

• Understands the steps or processes that customers must go through and can clearly explain these

• Is respectful, courteous and professional, remaining composed, even in challenging circumstances

• Can be firm when necessary and communicate with confidence and authority

• Communicates clearly and fluently when speaking and in writing

SECTION 5: TENURE

The position is permanent and fulltime. The post is pensionable. A panel may be formed to fill permanent and temporary vacancies for Legal Secretary which may arise during the lifetime of the panel.

SECTION 6: SALARY

The salary scale for the post is: €31,119 - €48,424 basic per year.

€31,119 - €32,868 - €33,302 - €34,174 - €35,452 - €36,731 - €38,010 - €38,939 - €39,992 - €41,211 - €42,078 - €43,29 - €44,506 - €46,797 (Maximum), €48,424 (1st LSI) (after 3 years satisfactory service on the Maximum)

Entry point to this scale will be determined in accordance with Circulars issued by the Department of Housing, Planning and Local Government. In accordance with Departmental Circular letter EL 02/2011, a person who is not a serving local authority employee on or after 1st January 2011, will enter the scale for the position at a minimum point.

Rate of remuneration may be adjusted from time to time in line with Government Policy. Where there is an increment entitlement, increments are paid subject to satisfactory attendance, conduct and performance.

SECTION 7: LOCATION OF POST

The base for working purposes will be County Hall, Carrigrohane Road, Cork.

Cork County Council reserves the right to assign you to any department, premises or district in use by the Council, now or in the future. Changes in location of employment will not result in payment of disturbance money or compensation.

SECTION 8: WORKING HOURS

The working hours at present provide for a five-day, thirty-five hour working week. A flexible working hours’ system is in operation and may be availed of subject to the terms and conditions of the FlexiTime Policy.

All hours worked will be subject to the provisions of the Organisation of Working Time Act, 1997 and the Organisation of Working Time Act (Regulations) 2001. The successful candidate may be required to work hours outside of normal working hours as required by his/her immediate Supervisor.

SECTION 9: ANNUAL LEAVE

The current annual leave entitlement is 27 days per annum. Cork County Council’s leave year runs from 1st January to 31st December. Granting of annual leave, payment for annual leave and arrangements for public holidays will be governed by the provisions of the Organisation of Working Time Act, 1997 (as amended).