Executive Officer, Community Legal Services

The Executive Officer is responsible for handling enquiries and requests from applicants, directing them to the appropriate resources, and supporting the day-to-day administrative operations. This role is within a non-profit organization dedicated to promoting access to justice.It involves customer service, data management, and coordination with various stakeholders to ensure efficient service delivery in line with the organization’s mission.

Key Responsibilities:

The duties of the Employee shall include but not be limited to the following:

Casework and Program Management

• Oversee the closure of legal aid cases, ensuring all supporting documents are in order.

• Manage case assignments by reaching out to volunteer lawyers and updating relevant case records.

• Track and monitor co-payments, following up with applicants on outstanding payments.

• Process appeals related to co-payment waivers.

• Extract, analyse, and interpret data to support case tracking and decision-making.

Client and Stakeholder Engagement

• Handle inquiries from applicants through various communication channels (e.g. phone, email and walk-ins).

• Assist in managing legal clinics and other programs, working on a rostered basis when necessary.

Administrative and OperationalSupport

• Maintain accurate and up-to-date records in case management systems.

• Prepare reports and statistics for internal and external stakeholders, including grant-related reporting.

• Compile and submit daily and weekly reports summarizing key updates.

• Provide secretariat support for committees, including meeting coordination, note-taking, and action tracking.

• Assist in process improvements, including reviewing and updating standard operating procedures (SOPs).

Intern Engagement and Onboarding

• Facilitate the onboarding process for interns, ensuring they receive clear guidance and training.

• Supervise and support interns in their roles, ensuring effective contribution to departmental goals.

Other Duties

• Undertake additional tasks as assigned by the Head of Department or Direct Supervisor as needed.

Qualifications & Skills:

• Bachelor’s degree

• Strong communication and interpersonal skills.

• Excellent organizational and problem-solving abilities.

• Ability to handle multiple tasks efficiently in a fast-paced environment.

• Proficiency in Microsoft Office Suite and database management.

• Prior experience in customer service or administrative roles is an advantage.

• Ability to work independently as well as in a team.

This role is ideal for individuals with a strong commitment to service excellence and administrative efficiency, and who are passionate about supporting access to justice within a non-profit setting.