We encourage applications from Indigenous Australians, people living with disability, people from diverse cultural and linguistic backgrounds, mature age workers and LGBTIQA+ people.

The Department of Justice supports reasonable adjustment requests in any stage of the assessment process to remove barriers and facilitate full participation in all aspects of employment for applicants with disability. If you have individual requirements that need to be accommodated in order to participate in an interview or recruitment activity, please inform the contact listed at the end of this vacancy.

We are a diverse and inclusive workplace and understand the importance of flexible working arrangements.  Talk to us about how this could work for you.

Hours per fortnight

73.50 hours per fortnight - flexible options available.

Duties

• Manage and co-ordinate the administrative and clerical functions associated with the day-to-day operations of Magistrates Chambers in Hobart  by providing high level executive and secretarial support to the ten Hobart based Magistrates, including the Chief Magistrate, and Chief Coroner including:
  • producing quality documents for a range of purposes, including ministerial and other briefings, Magistrates’ meetings, the Rules Committee, and annual reports
  • Collating and distributing meeting papers, minute taking and monitoring of follow up actions
  • Co-ordinating correspondence and telephone enquiries.
  • Managing diaries, visitor reception, travel and meeting coordination
  • Managing office records and performing timely and accurate entry of data into Court databases and information systems.
• Co-ordinate inputs to reports and projects and provide specialised executive support, including:
  • Organising the swearing in of new Magistrates and ceremonial court sittings.
  • Organising the swearing in of new Justices of the Peace and Bench Justices
  • Preparing agendas and organising staff meetings, functions, conferences and seminars.
  • Providing a central coordination point for Ministerial briefings, responses to the Attorney-General’s office and Parliamentary budget estimate committee hearings.
• Provide high level executive and administrative support to Magistrates, including the production of quality documents, management of diaries, visitor reception, telephone screening and travel and meeting coordination.
• Assist in the management of day-to-day operation of Magistrates Chambers in Hobart, including the coordination of all incoming correspondence, management of Magistrates diaries and liaison with the Administrator of Courts and Senior Management.
• Provide assistance in liaising between Magistrates, staff, police, outside agencies, legal firms and government agencies.
• Transcribe Magistrates Court matters as required or directed.
• Contribute to the achievement of objectives by working effectively in a small team including administrative and clerical relief to the registry as required.
• Maintain the law library materials for the Magistrate’s Court library and conduct research as required.
• Contribute to managing the Court’s internet and intranet, including editing and uploading material as required.
• Arrange appointments for Magistrates including warrant applications, travel arrangements and accommodation bookings.
• The successful applicant can expect to be allocated duties, not specifically mentioned in this document, that are within the capacity, qualifications and experience normally expected from persons occupying jobs at this classification level.

Pre-employment Checks

The Head of State Service has determined that the person nominated for this vacancy is to satisfy a pre-employment check before taking up the appointment, promotion or transfer.

The following checks are to be conducted:

1. Pre-employment checks

• Arson and fire setting
• Violent crimes and crimes against the person
• Sex-related offences
• Drug and alcohol related offences
• Crimes involving dishonesty
• Crimes involving deception
• Making false declarations
• Malicious damage and destruction to property
• Serious traffic offences
• Crimes against public order or relating to the Administration of Law and Justice
• Crimes against Executive or the Legislative Power
• Crimes involving Conspiracy

2. Disciplinary action in previous employment.

3. Identification check.

Desirable Requirements

• High level clerical and secretarial experience in a court environment or related field.
• Typing speed of 80 words per minute and experience in the use court recording systems.

Download the Statement of Duties and any Associated Documents

 Statement of Duties (350175) Executive Officer - 07 Jan 25.docx

 Statement of Duties (350175) Executive Officer - 07 Jan 25.pdf

 About the Department of Justice (Magistrates Court of Tasmania) November 2024.docx

 About the Department of Justice (Magistrates Court of Tasmania) November 2024.pdf

 Information for Applicants (DOJ) Short Form Application.docx

 Information for Applicants (DOJ) Short Form Application.pdf

 FAQs Short Form Application.docx

 FAQs Short Form Application.pdf

How to apply

To apply, please provide a Short Form Application which is a 1-2 page covering letter outlining your experience, skills and knowledge as they relate to the Statement of Duties, and a copy of your current Resumé/CV.  We do not require a separate statement addressing the selection criteria.

Please note if you submit the details of your referees with your application the Selection Panel may contact them without notifying you.

Please apply online by clicking the 'Apply Now' button.

Refer to the 'Information for Applicants (DOJ)' document for further information.  Please note, attachments must be in Microsoft Word or PDF format.

If you are unable to submit your application online, please contact the Department of Justice Recruitment Team on (03) 6165 4911.

For more information

Jane Cook
Deputy Administrator of Courts South
Email: jane.cook@magistratescourt.tas.gov.au 
Phone: (03) 6165 7606

Reasonable Adjustment Queries

Organisational Development and Design Team
(03) 6165 7603