Executive Officer (Family Justice Support Scheme & Ad Hoc Pro Bono Scheme)

The Executive Officer (EO) is a key contributor to the effective functioning of the Ad Hoc Pro Bono Scheme (AHPBS)and Family Justice Support Scheme (FJSS) programs. This role involves managing casework, conducting applicant interviews, ensuring accurate application processing, and supporting departmental operations. Additionally, the EO will oversee the onboarding and engagement of interns and contribute to the efficient functioning of the Representation Department. If you are passionate about serving the community, have strong organizational skills, and thrive in a dynamic environment, this is your opportunity to make a meaningful impact by supporting those in need through these important access to justice initiatives.

Casework and Program Management

• Manage email communications for AHPBS and FJSS, responding to enquiries promptly.
• Process applications and referrals promptly, maintaining high standards of accuracy.
• Manage casework for both programs, including reviewing financial and case-related documents.
• Schedule interviews for applicants advancing to the interview stage, covering both AHPBS and FJSS cases.
• Prepare and send emails and schedules for AHPBS and FJSS applicants and interview sessions.
• Input details of upcoming means interviews into the relevant tracking documents.
• 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 AHPBS and FJSS.
• Review and prepare case decisions for the AHPBS and FJSS Directorate, ensuring accuracy and completeness.
• Assign AHPBS and FJSS cases by reaching out to volunteer lawyers through phone calls and emails.
• Review and update the "FJSS Cases for Assignment" document, ensuring all FJSS case records are accurate.
• Liaise with Volunteer Management for assignment of AHPBS cases.
• Oversee case assignments for AHPBS and FJSS applications, ensuring cases are processed promptly.
• Process appeals related to 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.

Administrative Support

• Monitor and report the status of interviews, ensuring clear communication with stakeholders such as merits testers and interpreters.
• Compile and submit the AHPBS and FJSS Weekly Report, summarizing key updates and statistics.
• Prepare the AHPBS and FJSS 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 FJSS Committee and sub-committees, including meeting coordination, note-taking, and tracking action items.

Other Duties

• Compile and maintain statistics related to AHPBS and FJSS case management.
• Undertake additional tasks as assigned by the AHPBS and FJSS Directorate or 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.

• 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.