Courts Administration Authority
JOB AND PERSON PROFILE
Title: Magistrates Clerk
Classification level: ASO3
Type of engagement: Temporary
Last updated: November 2012
Branch: Magistrates Clerks Branch
Role Summary
The Magistrates Clerk is responsible for the provision of an in-court and out-of-court administrative support service to the magistracy including the accurate recording of court proceedings.
The Magistrates Clerk works in civil, criminal and youth jurisdictions and may be required to work at multiple locations across the State, including metropolitan and regional.
The role is located in the Magistrates Clerks Branch of the Court Services Division. The Magistrates Clerk reports to the Manager, Magistrates Clerks Branch.
The Magistrates Clerk maintains working relationships with:
· The Magistracy
· Magistrates clerks at multiple locations
· CAA administration staff in Magistrates Court Registries as well as Corporate Services
· Sheriffs Officers
· The legal profession
· External government agencies.
Key Responsibilities
The Magistrates Clerk will achieve the following objectives and key outcomes by undertaking the activities listed:
· Provide a comprehensive administrative support service to the Magistracy, both in and out of court
· Ensure the orderly progression of matters in the Courtroom by:
· prioritising and managing court files
· calling on matters to be heard by the court in an efficient and effective manner
· liaising with the prosecution, the legal profession, government agency representatives and unrepresented litigants
· accurately recording the outcome of court proceedings
· ensuring the provision of service to all court users within established practice and procedure, uniformity of court processes and in accordance with service standards
· Manage and produce court documents to accurately reflect the orders of the Court in a timely manner, including:
· collecting and checking rosters, case lists, files and case information
· using equipment for the recording of court proceedings
· producing and delivering court transcript
· completing documentary requirements
· committals and appeals
· Complying with the requirements of the Occupational Health, Safety & Welfare Act 1986, and the Occupational Health, Safety & Welfare Regulations 2010, in particular the requirements of Section 21 of the Act – “Duties of Employees”
· Actively support, report and contribute to hazard identification and the reduction of risks to health, safety and welfare.
SELECTION CRITERIA
ESSENTIAL REQUIREMENTS
The following skills/abilities/knowledge/experience/qualifications are essential to successfully perform the requirements of this position.
Qualifications
There are no essential qualifications required to perform the duties of this role.
Professional, Technical and Personal Capabilities
To successfully perform in this role the Magistrates Clerk must have the following skills/abilities/aptitudes:
· ability to manage competing priorities, use initiative, organise and accurately complete work within set timeframes in a demanding and diverse environment
· ability to work calmly under pressure and to simultaneously perform multiple tasks
· typing speed of at least 50 words per minute with 98% accuracy
· audio recording and transcribing skills
· experience in the use of Microsoft Office applications and databases
· good communication, liaison and conflict resolution skills
· experience in providing a high level of administrative support service
· demonstrated skills in providing excellent customer service, showing awareness and sensitivity to the diverse needs of customers, respecting different views and cultural beliefs
· skills in the use of technology, including the ability to quickly learn and use new technology
· demonstrated ability to work effectively with members of a team and those outside formal line of authority
· ability to be adaptable, flexible, accountable and self managed.
DESIRABLE CAPABILITIES
While not essential, it will be considered favourable if the Magistrates Clerk has some or all of the following skills/abilities/knowledge/experience/qualifications:
· Knowledge and understanding of:
· Courts Administration Authority structure the principles of judicial independence
· the civil and criminal justice system and the legislation conferring jurisdiction to the Magistrates Court and Youth Court
· legal terminology and legal processes
· Proficiency in using high speed shorthand or machine shorthand at speeds of at least 120 wpm and 98% accuracy
· Knowledge, skills or experience in courts administration, including an understanding of manual and electronic file endorsements
· Skills in coaching or on the job training
· Evidence of ability to contribute to continuous improvement processes.
Working Environment
As an employee of the Courts Administration Authority you will be required to:
· Actively participate in the Court Administration Authority’s Performance Management program
· Comply with, and contribute to, meeting workplace legislative and policy requirements, including occupational health, safety and welfare and records management
· Maintain the ethical and behavioural standards outlined in the Code of Ethics for South Australian Public Sector Employees.
Flexible working arrangements may be available depending on business needs.
Special Conditions
The following special conditions apply to this role:
· Engagement is under the Courts Administration Act 1993. Terms and conditions of employment are governed by the Public Sector Act, 2009
· The successful applicant may be required to undergo a National Criminal History Check prior to employment and will be subject to a CAA fines payment outstanding debt clearance prior to confirmation of employment within the CAA
· May be directed to work in any city/metropolitan location either on a temporary or ongoing basis
· Undertake the appropriate full time training program as directed by the Manager, Magistrates Clerks Branch.
You may be required to:
· Undertake intrastate travel which may necessitate overnight absences
· Work outside of the normal hours of work
· Be assigned to another role at the same remuneration level if required by the State Courts Administrator.
Progression to Magistrates Clerk ASO4 is dependent upon assessment as competent in each of the following:
· Knowledge and understanding of:
· Courts Administration Authority structure
· the principles of judicial independence
· the civil and criminal justice system and the legislation conferring jurisdiction to the Magistrates Court and Youth Court
· legal terminology and legal processes
· Expertise in manual and electronic file endorsements.
· Contribute to the production of training manuals, practices and procedures
· Demonstrated ability to critically evaluate training manuals and user guides
· Demonstrated skills in coaching and training new staff in the workplace
· Typing speed of 60 wpm with 98% accuracy
· Evidence of having worked in all jurisdictions of the Magistrates Court and the Youth Court, including all Specialist Courts.
New recruits to the position of Magistrates Clerk ASO-3 will normally be expected to have completed 12 months service in the position before they are eligible for progression to Magistrates Clerk ASO-4.
Job and Person Profile Approval
Approved by State Courts Administrator
(or Divisional Head)……………………………………………………………. Date:
Acknowledged by Employee…………………………………………………. Date:
2