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Elements and Performance Criteria

1. Identify the main roles and responsibilities of key bodies in the legal system
2. Identify key personnel/sections within a legal firm and their functions, to complete routine administrative tasks
3. Produce and despatch legal documentation
4. Organise self or other to apply for certificates
5. Use court etiquette appropriate to the various courts

Required Skills

This Unit covers the completion of a range of common legal administrative duties and the knowledge of the legal system that is required to carry them out

This unit of competency underpins all units of competency in the Legal Services stream of the

Administration Training Package

This unit can be assessed alone or in combination with other units making up a job role

Element of Competency	Performance Criteria
Identify the main roles and responsibilities of key bodies in the legal system	The functions of the courts regulatory bodies and other legal service providers are identified The roles of key personnel in the legal industry are identified Practical implications of relevant legal practice legislation are explained and applied in regard to own activities Identified gaps in knowledge are researched
Identify key personnelsections within a legal firm and their functions to complete routine administrative tasks	The key functions of a firm are identified and can be explained The key functions of all personnelsections within a firm are identified Personnel responsible for authorisation of specific matters are identified eg partner for authorising movement of funds in trust accounts The correct names of personnelsections are used in administrative tasks according to a firms policies and procedures
Produce and despatch legal documentation	Purpose of documentform and the stage of the legal process to which it relates can be explained Relevant information is accessed from the client file Precedent is accessed from firms bank of formsroutine documentation or document drafted according to firms procedures Filematter number is attached to all relevant documentation Documentationform is selfchecked for accuracy and presented to the legal practitioner within agreed timelines Self or other is organised to despatch document in the appropriate manner All activities actions and outcomes are documented and time recorded as required Documentation is filed correctly
Organise self or other to apply for certificates	Timelines are arranged with designated person and documentedrecorded Supplier of certificate is identified and located Applicable fees taxes and rebates are identified and advised to client if appropriate Self or other is organised to apply for certificate using appropriate application forms and processes Record of application is obtained as appropriate Legal practitioners review of self or others work is facilitated Self or other is organised to pursue appropriate followup action if certificates are not received on time or further information is required
Use court etiquette appropriate to the various courts	The appropriate manner of entering into and departing from the courtstribunals is used The appropriate manner of addressing the courtstribunals is used Relevant legal language is used where appropriate Gaps in knowledge of court etiquette are identified and researched

Evidence Required

Critical aspects	it is essential that the practical implications of the relevant state legislation in regard to own behaviour legal practitioner behaviour and client rights are understood and applied key personnelsections of a firm and their functions are accurately referred to in all administrative tasks written information and in responding to enquiries a firms policies and procedures are understood and followed work is undertaken within specified court deadlines correct usage of different types of documentsforms is demonstrated the purpose of different types of documentsforms can be articulated selects and uses grammatical structures and vocabulary appropriate to the purpose of the documentform varies written and spoken language to meet requirements of audience and purpose reads and interprets clients file to select appropriate information for inclusion in documentform documentsforms produced are correct format requirements are correct relevant enclosures are prepared and attached in the correct manner documentsforms are correctly prepared for lodgement or delivery where instructing others to carry out work instructions provided are clear and provide sufficient background information and adequate explanations is given clients or coworkers questions can be answered or are referred to a relevant person where knowledge gap or legal limitation exists timelines set are realistic and take into account processing time clients trust account monies can be accessed according to a firms policies and procedures and used to pay fees correct processes as designated by supplier are followed for the lodgement and receipt of certificates all action is recorded in the file notes time spent is recorded against the appropriate file for invoicing purposes as per firms policies and procedures purpose of certificates can be explained all work is conducted within accepted codes of conduct including those relating to maintaining confidentiality use of company property duty of care ethical behaviours privacy nondiscriminatory practice conflict of interests and compliance with reasonable direction as specified by the relevant state legislation where gaps in own knowledge become evident independent research is pursued and legal practitioner is consulted to verify knowledge or assist with research legal terminology is used appropriately and can be explained clearly to persons without knowledge of such terms
Resource implications	The assessor must have access to appropriate documentation and resources normally found in the work environment and required to allow the job or task to be properly performed These may include appropriate legislation and regulations relevant to common legal matters workplace manuals and reference materials such as company policy procedural manuals and checklists list of relevant sources of certificates and sample application forms background information on courts their jurisdiction and behavioural requirements appropriate technology such as computers with relevant software appropriate texts and access to persons with expert knowledge such as legal practitioners
Consistency in performance	This unit of competency will require evidence to be collected across a range of events and over a period of time to ensure that situational variables are consistently met eg dealing with different clients andor client matters creating a range of documents for various legal matters exhibiting appropriate behaviour in different courts
Context of assessment	Evidence of competency can be met in different situations including on the job assessment off the job assessment placement in an enterprise participation in a New Apprenticeship traineeship arrangement use of a Practice Firm or simulated work environment Recognition of Prior Learning Recognition of Current Competencies in skill areas where there has been no significant change to work practice in recent times Evidence gathering methods may include demonstration workplace performance roleplay simulation oral presentation questioning written tests work based written tests third party reports
Underpinning knowledge and skills	Knowledge evidence of current knowledge of the Legal Practice Act The Judiciary Act with regard to scope of legal practitioner and own responsibilities and obligations to client dealing with monies documentation requirements and confidentiality security and privacy issues legal terminology is used correctly in conversation discussions and documents relevant legal process and documentation application of a firms policies and procedures required in the full range of tasks covered authorised signing parties Skills literacy reads and interprets documentsforms selects and applies the procedures and strategies needed to perform a range of tasks eg legal forms and enclosures follows sequenced written instructions uses appropriate legal terminology and sentence structures displays awareness of purpose and context of documents proofreading checks for accuracy research identifies gaps in knowledge and searches and assembles relevant information communication listens and questions to clarify information explains legal terminology to others modifies language to meet audience requirements consults where necessary with team members and clients organisational undertakes concurrent tasks numeracy arranges monies to be paid from trust accounts works within timelines uses a combination of oral and written mathematical and general language for the record keeping process use of electronic mail and Internet use of firms word processing and document management systems

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