The Executive Officer (EO) will oversee daily operations for the Criminal Legal Aid Scheme(CLAS) portfolio, ensuring the efficient management of case assignments, scheduling, and communications. This role, which provides an opportunity to make a meaningful impact by supporting access to justice through CLAS, involves preparing key reports, collaborating with the CLAS Directorate, and supporting the team in administrative functions, including coordinating interviews and liaising with external stakeholders such as interpreters. If you are passionate about serving the community, have strong organizational skills, and thrive in a dynamic environment, join us in our mission to support those in need through this important access to justice initiative.
Key Responsibilities
Casework and Program Management
- Manage email communications for CLAS, responding to enquiries promptly.
- Process applications and referrals promptly, maintaining high standards of accuracy.
- Process the Prison-CLAS enquiry form and Prison Form B, ensuring proper documentation and communication.
- Manage casework for CLAS, including reviewing financial and case-related documents.
- Schedule interviews for applicants advancing to the interview stage, covering both CLAS and Criminal Legal Clinic cases.
- Prepare and send and schedules for CLAS applicants and interview sessions.
- Input details of upcoming means interviews into the relevant tracking documents.
- Regularly update and revise interview schedules for applicants, coordinating with the Prisons department for approval when necessary.
- Coordinate the engagement of paid and volunteer interpreters for merits and/or means interviews as required.
- Conduct applicant interviews to gather comprehensive information and assess eligibility for CLAS.
- Submit merits notes from merits testers to the CLAS Directorate for approval.
- Review and prepare case decisions or the CLAS Directorate, ensuring accuracy and completeness.
- Tracking whether copayments have been made for cases.
- Assign CLAS cases by reaching out to volunteer lawyers through phone calls and emails.
- Review and update the CLAS Cases for Assignment document, ensuring all case records are accurate.
- Oversee case assignments for CLAS applications, ensuring cases are processed promptly.
- Process appeals related to the reduction or waiver of copayments and the rejection of cases.
- Prioritize and resolve urgent casework efficiently to ensure effective outcomes.
- Extract, analyze, and interpret data to support case tracking, decision-making, and program reporting.
- Prepare and submit the CLAS Daily Report to the State Courts and Ministry of Law.
- Draft and dispatch letters to remanded applicants, providing timely updates and information.
Administrative and Reporting Tasks
- Monitor and report the status of interviews, ensuring clear communication with stakeholders such as merits testers and interpreters.
- Compile and submit the CLAS Weekly Report, summarizing key updates and statistics.
- Prepare the CLAS Aging List to track case timelines and outstanding tasks.
- Manage department-level tasks, such as creating statistical reports, preparing documents, and maintaining accurate records in case management systems.
Committee and Sub-Committee Support
- Provide secretariat support for the CLAS Committee and sub-committees, including meeting coordination, note-taking, and tracking action items.
Other Duties
- Compile and maintain statistics related to CLAS case management.
- Undertake additional tasks as assigned by the CLAS Directorate or CLAS Managers.
Intern Engagement and Onboarding
- Facilitate the onboarding process for new interns, providing clear guidance on program details and administrative procedures.
- Offer continuous support to interns, ensuring their effective engagement and contribution to departmental goals.
Requirements
- Degree in any discipline.
- Demonstrated experience in administration, case management, or related fields within the legal or non-profit sectors.
- Strong organizational skills with the ability to multitask and prioritize competing deadlines effectively.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office (Excel, Word) and familiarity with case management systems.
- Attention to detail and a high level of accuracy in processing data and documentation.
- Ability to work well in a team and collaborate effectively with others.
- Proactive, solution-oriented mindset with the ability to adapt to evolving needs and challenges.
- Experience in a legal environment or familiarity with legal terminology is advantageous.
- Experience mentoring or supervising interns is advantageous.
