POSITION DESCRIPTION

Position:Litigation Support Officer

Location:XXXX

Business Unit:Legal Services

Group:Corporate and Governance

Reporting to:Team Manager

Issue Date:XXXX April 2012

Delegated Authority:Nil

Staff Responsibility:Nil

Our Role

The Ministry of Social Development (MSD) is the lead agency for the social sector. We help the Government to set priorities across the sector, co-ordinate the actions of other social sector agencies and track changes in the social wellbeing of New Zealanders.

The Ministry provides policy advice, and delivers social services and assistance to children and young people, working age people, older people, and families, whānau and communities. We work directly with New Zealanders of all ages to improve their social wellbeing.

We serve over a million people, working out of more than 250 centres around the country. It is likely that every New Zealander will come into contact with the Ministry at some point in their life.

Our work, together with our social sector partners, is essential to achieving a sustainable and prosperous future, where all New Zealanders are able to take responsibility for themselves, be successful in their lives and participate in their communities.

Our Principles

MSD People:Put people first | Team up together to make a bigger difference | Act with courage and respect | Empower others to act | Create new solutions | Are ‘can do’, and deliver | Honour achievement

Above all, we do the right thing for New Zealanders.

PositionDescriptionApprovedBy:

______
Deputy Chief Executive,Corporate and Governance
Date: ……/……/……
Group
Expert legal advice is critical to the Ministry achieving the outcomes it seeks. Legal Services provides professional legal advice and advocacy services to all areas of the Ministry. We advise frontline and National Office staff on a diverse range of matters including welfare, family and youth, human rights, privacy, media, contracts, and employment law. We conduct proceedings in the District, Family, Youth, and Employment Courts and representing the Ministry before the Social Security Appeal Authority and other Tribunals. As one of the largest public sector legal practices in the country, Legal Services offers a broad range of professional opportunities for staff.
Purpose of the Position
This role works aspart of a team to provide confidential and efficient litigationsupport to team managers and staff across Legal Services. Reporting to a team manager, the role includes:
  • litigation support to legal staff and managers, including managing correspondence, updating and maintaining electronic diary and databases, file management, preparing legal documentation
  • liaison with Court staff, Ministry staff, and external members of the legal profession or advocates to support the Ministry’s litigation.
  • general office administration to ensure the office is managed in a professional and highly efficient manner (which is not undertaken by the Business Support Administrators), including administration related to office stationary, timesheets and leave records, the use and maintenance of Ministry vehicles, coordination of site meetings
  • confidential, efficient secretarial and administration support to the Team Manager

Working Relationships

Internal:

  • All Legal Services managers and staff
  • Other Ministry managers and staff

External:

  • External agencies including other government departments, Crown Law Office, and Crown Solicitors
  • The Judiciary, Courts, and other members of the legal profession or advocates
  • Members of the public

Key Accountabilities:

Key Result Area / Accountabilities
Litigation Support /
  • Manage correspondence and documentation related to litigation on behalf of the Ministry
  • Update and maintain electronic diary of Court obligations,relevant Ministry databases, and Legal Services files to ensure the Ministry meets its obligations to the Court
  • Prepare legal documentation to the required standard
  • Liaise with Ministry staff in relation to litigation on behalf of the Ministry
  • Co-ordinateand liaisewithCrown Solicitors, other practitioners, Courts and other agencies to support the Ministry’s litgaiton
  • Assist with training and education of Ministry management and staff on their legal duties and obligations, where required

General Administrative and Secretarial Support /
  • Provide site support as directed, including administration related to office stationary, timesheets and leave records, the use and maintenance of Ministry vehicles,photocopying, coordination of site meetings
  • Compile statistics and information as required
  • Co-ordinate with, and assist, other administration staff as necessary
  • Provide confidential, efficient secretarial and administration support to the Team Manager

Supporting development and innovation across Legal Services /
  • Contribute ideas and suggestions for improvements to litigation and administrative systems and processes across Legal Services
  • Pro-actively participate in projects across Legal Services
  • Participate in the development and maintenance of standards for litigation and administrative support in the Ministry

Team and Individual Performance /
  • Co-ordinate with other Litigation Support staff and assist them as required
  • Ensure skills, expertise and best practice areshared withother Litigation Support staff
  • Contribute to the Litigation team meeting the needs of the wider Legal Services team
  • Working collaboratively with all Legal Services staffand supporting the work of other legal staff
  • Build team spirit
  • Participate in peer review of own and others work
  • Identify and act on personal learning and development opportunities
  • Maintain a high standard of personal integrity in all matters and ensure Ministry processes and protocols are followed

Technical/Professional Knowledge and Experience
  • Advanced level of computer and keyboard skills, including proficiency in Microsoft products (Word, Excel, Outlook) and demonstrated proficiency working in a digitised environment
  • Proven experience in providing litigation support to legal staff including substantial experience in preparing a broad range of documentation that might be necessary for the conduct of litigation in the District / Family / Youth Courts or Tribunals.
  • Demonstrated knowledge of District / Family / Youth Courts and Tribunal litigation processes, procedures, forms and systems
  • Excellent knowledge of the Ministry’s databases, systems and procedures relevant to litigation conducted by the Ministry
  • Demonstrated experience in the provision of high level office administration support activities
Attributes/Success Factors
  • Effective written and verbal communication skills
  • Good relationship management skills - able to develop effective relationships at all levels
  • Strong ability to work in a team environment – able to work to support individual and team objectives/goals
  • Adaptability and initiative – able to undertake varied tasks and cope with ongoing change
  • Sound problem solving skills – ability to apply effective solutions to new problems and ‘think outside the square’
  • Excellent organisational skills - able to prioritise, schedule work to meet deadlines and maintain the quality of services delivered
  • Welcomes and values diversity, and contributes to an inclusive working environment where differences are acknowledged and respected
  • Methodical – able to understand and maintain both the “big picture’ of the teams work and pay attention to detail
Other Requirements
  • Willing to travel to fulfil job requirements
  • Holds current drivers licence and is prepared to drive the Ministry’s vehicles if required

Litigation Support Officer / 1