Associate to Deputy President Hartigan

Collaw; Brisbane; Hybrid; AUD 65,000 - 85,000; Full time

Job summary

Collaw in Brisbane seeks a meticulous executive assistant to the Deputy President, providing confidential support in and out of court, and ensuring efficient administration of the case workload. You will manage diary, filing, and drafting of decisions, orders, and agreements, while coordinating with registries, legal professionals, and government departments.

The role requires discretion, strong communication, and an ability to handle high-pressure environments with minimal supervision.

Qualifications

• Confidentiality and tact required in handling sensitive materials.
• Strong organisational skills and time management.
• Excellent written and oral communication capabilities.

Responsibilities

• Maintain the Deputy President's diary and confidential filing.
• Coordinate court room logistics, exhibits, and case files.
• Provide executive support for hearings, travel, and appointments.
• Prepare and vet documents related to Deputy President's decisions and orders.
• Liaise with registries, legal professionals, government bodies, and the public.

Skills

Discretion

Organization

Communication

Professionalism

Tools

Word processing

File tracking systems

Job description

Purpose

To act as a personal and confidential aide to the Deputy President, in and out of Court, in connection with the Deputy President's duties. To provide executive support to the Deputy President regarding all activities required to administer the Deputy President's case workload efficiently and effectively.

Key Duties

• Manage the Deputy President's chambers, including maintenance of the library, maintenance of the Deputy President's diary, confidential filing and indexing and filing decisions;


• Manage the efficient and effective conduct of the Deputy President's courtroom including ensuring the availability of facilities, timely and accurately listing of matters, recording and safe custody of exhibits, custody of court files, attending to the Deputy President in court and recording orders made;


• Provide professional support to the Deputy President, particularly in relation to managing hearings, conferences, appointments, travel arrangements, and incoming phone calls;


• Conduct research of awards, orders, decisions and interpretations of the Court, the Commission and other jurisdictions as required by the Deputy President;


• Prepare, vet, format and draft all documents relating to matters decided by the Deputy President e.g. decisions, amendments, awards, orders, agreements etc;


• Liaise with the Registrar, Registry staff, parties, members of the legal profession, government departments, trade unions, employer groups, the media and the general public;


• Maintain a high level of quality in the performance of all duties, ensuring adherence to the quality systems documentation for Associates and the administrative processes of the Registry;


• Coordinate the workflows between the Deputy President and the Registry to ensure efficient and effective processes and to ensure the integrity of all documentation and tracking of all case matters allocated to the Deputy President; and Industrial Court of Queensland


• Attend to other duties as directed by the Deputy President from time to time.

Key Attributes – Are you the right person for the role?

The ideal applicant will demonstrate the following key attributes as they apply to the key duties of the role:

• A genuine interest in industrial relations and employment law and a sound understanding of the work that the Court and Commission does. Applicants that can demonstrate familiarity with key legislation and industrial law jurisprudence will be highly regarded;


• Education and personal maturity sufficient to enable the Associate to converse confidently with persons occupying high office in professional and social gatherings;


• Sound organisational skills including an appreciation of the need for confidentiality, tact, discretion, initiative and reliability and the ability to manage time efficiently and work harmoniously with others and with minimum supervision;


• Well-developed communication (written and oral) and interpersonal skills;


• Personal resilience and maturity to deal with challenging situations; and


• High standard of competency and professionalism in office administration including keyboard and word processing skills and the ability to use computer-based file tracking systems.