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CAWLS is funded by the Australian Government Attorney-General’s Department, Department of the Prime Minister and Cabinet & the Northern Territory Government.

JOB DESCRIPTION

Service Requirements

  • Together with the Managing Principal Solicitor:
  • Set the budget within funding parameters to ensure that the service remains viable and solvent and meets operational objectives;
  • Ensure that the service operates within the annual budget and obtain approval for expenditure in accordance with policies and procedures;
  • Identify opportunities for securing additional funding which furthers the objectives of CAWLS;
  • Preparesubmissions/Response to Tender for Services to government for ongoing, additional or new funding as necessary; and
  • Ensure that funding agreements are executed in accordance with the rules and Constitution; and
  • Ensure the services remains in line with all necessary requirements of funding agreements.
  • Prepare quarterly, six-monthly and annual financial reports and the required progress reports under funding agreements.
  • Prepare monthly financial reports for the Management Committee and attend Management Committee meetings if or when required to present financials or other relevant reports.
  • Oversee the audit of finances.
  • Ensure the organisation meets all requirements to remain an accredited Community Legal Centre under the National Association Community Legal Centre’s accreditation program.
  • Liaise with the Managing Principal Solicitor and the Management Committee in relation to tasks that need to be undertaken.
  • Coordinate and set up for Management Committee, relevant steering committee meetings or other meetings and take minutes when required.
  • Attend meetings with representatives from funding bodies when required.
  • Oversee production of the services annual report and coordinate Annual General Meetings in accordance with relevant requirements.

Administration

  • Oversee all administrative functions.
  • Coordinate office administration including, maintenance and development of the office computer systems, equipment and legal resources.
  • Ensure that at all times CAWLS has appropriate insurance for Work Cover, Professional Indemnity Insurance, Public Liability, contents and vehicle insurance.
  • Maintain the services statistical data base including:
  • Entering data where required;
  • Running reports;
  • Transmitting data;
  • Completing system back-ups; and
  • Monitoring the transition from Community Legal Services Information System (CLSIS) to the new system CLASS.
  • In consultation with the MPS ensure that the service meets all financial obligations in a timely manner including:
  • Authorising outgoing cheques;
  • Approving expenditure within relevant limits;
  • Ensuring the completion of petty cash reconciliations;
  • Ensuring the completion of monthly account reconciliations;
  • Authorising electronic payments within relevant limits;
  • Arranging and managing access and authority to the electronic accounts.
  • Maintain appropriate filing and archiving of financial information in accordance with ATO requirements.
  • Coordinate appropriate filing and archiving of client files in accordance with relevant requirements.
  • In consultation with other relevant staff oversee the production of brochures, posters and other means of advertising/ promoting the service.
  • Together with the Managing Principal Solicitor conduct an annual review and update the Policies and Procedures Manual and monitor compliance with relevant legislation.
  • Together with the Managing Principal Solicitor conduct an annual review of occupational health and safety matters and recommend improvements to the Managing Principal Solicitor.
  • In consultation with the Managing Principal Solicitor purchase and maintain fixed assets and ensure the maintenance of a fixed asset register.
  • Coordinate and arrange remote trips and community legal education outreach.

Human Resource Management

  • Supervise and train administrative staff.
  • Facilitate recruitment of new staff by drafting advertisements, job descriptions and selection criteria for consideration by the Managing Principal Solicitor and Management Committeeand advertise vacancies.
  • Participate in interview panels where required.
  • Ensure all employees have current employment contracts.
  • Monitor the services compliance with their employment obligations such as performance reviews.
  • Maintain information for staff induction and conduct the induction of all new staff members.
  • Maintain and ensure compliance with payroll records, ensure staff are completing time sheets and leave forms and that all documents are approved by the Managing Principal Solicitor.
  • Maintain employment files.
  • Facilitate relocation of interstate staff.
  • Arrange temporary staff to cover vacancies, illness or absences if required.
  • Ensure all Solicitors hold a current Practicing Certificate and comply with the ongoing CPD requirements.
  • Co-ordinate the lodgment of Solicitors CPD certificates and renewal practicing certificates.
  • Other duties which arise after consultation with the Managing Principal Solicitor and Management Committee.