Legal Administrative Assistant

Legal Administrative Assistant

The Legal Administrative Assistant will provide remote administrative and practice support to the directors and lawyers of an Australian criminal law firm. The role is responsible for diary coordination, matter administration, court document preparation and lodgement, stakeholder follow-ups, videoconference arrangements, and maintaining accurate electronic files.

This is a legal administration position and does not involve providing legal advice or making legal decisions. All court forms, correspondence, adjournment requests, and other legal documents must be prepared using approved templates and completed under the direction and review of the firm's lawyers.

• Manage lawyers' diaries and maintain accurate schedules for court appearances, client meetings, videolinks, and other legal appointments.
• Enter new matters and court dates into the firm's diary.
• Record matters at the correct time based on court schedules and videolink arrangements.
• Ensure all videolink details, access information, and supporting notes are correctly included in the diary.
• Organise videoconferences for directors, lawyers, clients, and other relevant parties.
• Monitor upcoming court dates and administrative deadlines and flag potential conflicts or missing information.

• Create new client and matter files in Actionstep practice management software.
• Maintain accurate, complete, and well-organised electronic matter files.
• Update matter information, court dates, contact details, documents, and correspondence in Actionstep.
• Compile Word documents listing all charges relating to an accused person.
• Prepare backsheets for barristers and organise the secure transmission of briefs and supporting materials.
• Ensure documents are correctly named, saved, filed, and accessible to the relevant lawyers.

• Draft court forms using approved templates and instructions, including:
  • Bail applications and associated documents
  • Gaol orders
  • Form 25 documents
  • Adjournment requests
  • Other court or matter-related forms as directed
• Submit documents through the relevant court systems, including the Courts Case Management System and County Court platforms.
• Request adjournments through CMS under the express direction of the responsible lawyer.
• Check documents for completeness, formatting, matter details, and attachments before submission.
• Maintain records of submitted documents, confirmation receipts, and court correspondence.
• Immediately escalate rejected lodgements, missing information, approaching deadlines, or system issues to the responsible lawyer.

• Request briefs and relevant case materials from informants.
• Draft letters to clients regarding court appearances, matter updates, and finalisation of matters using approved templates.
• Correspond with clients, informants, barristers, psychologists, court personnel, and other stakeholders at the direction of the directors or lawyers.
• Follow up with stakeholders when a response has not been received within the firm's required timeframe.
• Maintain professional, accurate, and confidential written communications.
• Record material correspondence and follow-up actions in Actionstep.

• Arrange psychologist appointments at the request of lawyers.
• Coordinate appointment details among the lawyer, client, psychologist, and other relevant parties.
• Confirm availability, booking details, videoconference information, and supporting documentation.
• Follow up on outstanding confirmations, reports, or appointment requirements and escalate delays when necessary.

• Court appearances, videolinks, and legal appointments are accurately recorded and maintained in the diary.
• New matters are promptly and correctly created in Actionstep.
• Court forms and correspondence are prepared accurately and within the required deadlines.
• Documents are successfully lodged through the correct court platforms.
• Stakeholder requests and follow-ups are completed within agreed timeframes.
• Matter files are complete, current, well-organised, and compliant with the firm's procedures.
• Confidential client and legal information is handled securely at all times.

• At least three years of experience in legal administration, legal secretarial support, paralegal administration, or a comparable professional services role.
• Experience supporting an Australian law firm is strongly preferred.
• Exposure to criminal law, litigation, court administration, or matter management is advantageous.
• Experience preparing legal forms, correspondence, briefs, and court-related documents using established templates.
• Experience with court filing or electronic document lodgement is highly desirable.
• Practical experience using Actionstep or a comparable legal practice management system is preferred.
• Proficiency in Microsoft Word, Outlook, Teams, and electronic document management.
• Strong written English communication skills.

• Exceptional attention to detail and document accuracy.
• Strong diary, deadline, and task management skills.
• Ability to follow legal instructions and approved procedures precisely.
• Sound judgement regarding when to proceed, clarify instructions, or escalate an issue.
• Ability to manage multiple matters and competing priorities.
• Professional and confident written communication.
• Strong follow-through when coordinating with courts, clients, and external stakeholders.
• High level of discretion when handling confidential and sensitive information.
• Ability to work independently in a remote environment while remaining responsive to the Australian team.
• Comfortable performing detailed, process-driven, and repetitive administrative work.

The successful candidate may work with:

• Actionstep
• Australian court case management and electronic lodgement systems
• County Court online platforms
• Microsoft Word
• Microsoft Outlook
• Microsoft Teams
• Videoconferencing platforms
• Electronic document and file management systems

• Remote position based in the Philippines.
• Required to work hours aligned with the Australian firm's operating schedule.
• Must maintain reliable internet connectivity and a secure, confidential home-working environment.
• Must be available during agreed working hours for instructions, urgent court-related administration, and time-sensitive follow-ups.

The Legal Administrative Assistant is responsible for administrative support only. The position does not provide legal advice, interpret legal issues independently, make representations to a court, or make decisions on behalf of a lawyer or client.

All substantive correspondence, court documents, adjournment requests, and legal forms must be completed using approved templates and submitted only following the direction or authorisation of the responsible lawyer.