| Organisation | Posting Expiration |
|---|---|
|
BVI Health Services Authority
|
August 26, 2026 |
Job Description
The BVI Health Services Authority (a client-centered healthcare organization) invites qualified and professional applicants to apply for the position of Administrative Assistant (Legal Counsel). To provide dedicated administrative, secretarial and clerical support to the Legal Counsel, and to maintain the records, registers, files and diary systems of the Legal Unit to a standard sufficient to support contract administration, litigation and tribunal proceedings, and the delivery of legal advice across the Authority. The Legal Unit is a single-counsel function. The postholder is the sole administrative support to the Legal Counsel and shall be expected to work with a high degree of accuracy, discretion and independence.
Responsibilities
PRIMARY DUTIES & RESPONSIBILITIES (included but not limited to):
1. Contract and Agreement Administration
•Maintain the Authority’s contracts register, recording all contracts, leases, memoranda of understanding, licenses and service agreements administered by the Legal Unit.
•Circulate documents for signature, track the return of executed counterparts and ensure that fully executed originals are secured and scanned to file.
•Assemble and issue document packs to counterparties, and maintain the record of documents sent and received.
2. Litigation, Tribunal and Dispute Support
•Prepare, paginate, index and bind hearing bundles, trial bundles and exhibit bundles in accordance with the directions of the Court or Tribunal.
•Attend to filing at the Registry of the High Court, the Labour Arbitration Tribunal and other tribunals, and attend to service of documents and the preparation of affidavits of service.
•Maintain the schedule of open matters and produce status reports as directed.
3. Records, Files and Information Management
•Open, index, maintain and close matter files in accordance with the file management procedure of the Legal Unit.
•Maintain the physical and electronic filing systems of the Legal Unit, and ensure that electronic and physical records are consistent.
4. Drafting, Typing and Document Production
•Type, format and proofread letters and emails
5. Office and Diary Management
•Manage the diary of the Legal Counsel, schedule meetings, and prepare and circulate agendas and papers.
•Receive telephone calls and visitors to the Legal Unit, take accurate messages and route enquiries to the Legal Counsel.
6. General
•Maintain and update internal contact lists for the Legal Unit.
•Update job knowledge by participating in training and educational opportunities as approved.
•Perform any other associated duties which may be assigned from time to time by the Legal Counsel.
Cover and Continuity
The Legal Unit is a single-counsel function. During the absence of the Legal Counsel the postholder shall continue to receive, register, diarise and safeguard all incoming matters, shall bring urgent matters and any matter carrying a deadline to the attention of the Chief Executive Officer or such other officer as may be designated, and shall take no substantive step on any matter.
Supervision Exercised
The responsibilities of this position do not include overseeing the duties and functions of subordinate positions.
Physical Demands
❖The physical demands are minimal and typical of similar jobs in comparable organizations.
Work Environment
❖The physical demands are moderate to heavy and typical of similar jobs in comparable organizations
SALARY: (Commensurate with qualifications and experience)
Qualifications / Experience / Eligibility
MINIMUM REQUIREMENTS:
Educational/Training Requirements
❖A High School Diploma.
❖A certificate or diploma in legal studies, paralegal studies, office administration or a related field shall be an asset.
Experience
❖A minimum of two years’ experience.
Knowledge, Skills, and Abilities:
❖Advanced competence in Microsoft Word, including styles, automatic numbering, cross-referencing, tables of contents, track changes and document comparison.
❖Competence in Microsoft Excel, Outlook and PowerPoint, and in the maintenance of registers and databases.
❖Accurate copy and audio typing at a good rate of speed, with a high standard of grammar, spelling and punctuation.
❖Sound knowledge of office administration and of records management, including retention, archiving and legal holds.
❖Demonstrable discretion and the ability to handle confidential and privileged information appropriately.
❖Ability to manage a diary of competing deadlines and to bring matters forward without prompting.
❖Ability to work independently, to priorities, and to act calmly and effectively in a busy or pressured environment.
❖Ability to communicate effectively in the English language in person, by telephone and in writing.
❖Very good human relations skills, and the ability to deal courteously with attorneys, registry staff, physicians and members of the public.
❖Adherence to all policies and procedures, including but not limited to standards for safety, attendance, punctuality and personal appearance.
Application Process
To apply, please send curriculum vitae (resume) to:
Human Resources Manager, BVI Health Services Authority, P. O. Box 439, Road Town, Tortola VG1110, British Virgin Islands
E-mail address: employment@bvihsa.vg