MILLENNIUM HEIGHTS MEDICAL COMPLEX

Annex B- Job Profile                                                                       

The Assistant to the Legal Officer, plays a key role in providing efficient and effective support to the Legal Officer by ensuring compliance with statutory and regulatory requirements and implementing decisions made by the Board Committees of MHMC.

Main Duties and Responsibilities:

•  Attend meetings as requested by the Board of Directors.
• Record and transcribe minutes of the Board or any other document as and when necessary
• Co-ordinate the preparation and timely dispatch of agenda and meeting papers for all Board and General Meetings, as and when necessary, ensuring compliance with the relevant notice periods.
• Prepare, distribute, and maintain custody of minutes of all Board and General Meetings.
• Ensure that the final signed version of all minutes is circulated to board members after the meetings.
• Draft routine correspondence, meeting notes, and standard legal documents (e.g., letters, contracts, notices).
• Proofread and format legal documents to ensure accuracy, compliance, and readability.
• Organize, maintain, and update legal files, both electronic and physical, in line with records management protocols.
• Track deadlines, court dates, and filing schedules to ensure timely submission of documents.
• Liaise with courts, government agencies, law firms, and other stakeholders on procedural matters.
• Prepare case bundles, evidence lists, and exhibits for hearings or meetings.
• Manage the Legal Officer’s calendar, schedule meetings, and coordinate travel arrangements.
• Handle telephone calls, emails, and walk-in inquiries professionally.
• Maintain confidentiality in all matters, in accordance with the laws of Saint Lucia and professional ethics.
• Support compliance monitoring and due diligence exercises.
• Assist in drafting and reviewing internal policies, agreements, and governance documents.
• Assist in the maintenance of filing for all correspondence, minutes and other communications with stakeholders in collaboration with the Board Secretary.
• Undertake any other relevant duties as may be required by the Legal Officer and/or Board of Directors or the CEO.

Academic qualifications and experience required for job:

• Associate Degree or Diploma in Paralegal Studies, Legal Studies, Business Administration

Secretarial Studies or related field

• At least three (3) to five (5) years’ related experience in a similar position in a related work environment will be an asset.

Knowledge, Skills and Abilities

• Thorough knowledge of office practice and procedures.
• Ability to build strong relationships
• Independence of judgment and sound decision-making abilities.
• Strong communication skills (oral and writing).
• Effective interpersonal skills
• Effective coordinating and time management skills.
• Proficiency in Microsoft Suite (Word, Excel, Outlook, PowerPoint) and legal research tools.
• Ability to work as part of a team.
• Ability to meet deadlines.
• Accurate typing and document formatting skills.
• Ability to handle confidential and sensitive matters

Functional Skills:

Key: C: Critical I: Important D: Desired

C Attentive to detail

C Self-motivated and result-oriented approach to work

C Strong organizational skills

I Ability to multi-task and deliver against competing priorities

C Ability to build strong relationships and work as part of inter-disciplinary teams

I Ability to strive in a fast-paced and demanding service environment

C Able to operate autonomously and demonstrate initiative in problem solving, decision making and proactive approach to job.

C Confidentiality and trustworthiness.

C Initiative and resourcefulness in the conduct of duties.

I Strong communication (oral and written) and interpersonal skills. I Ability to relate to a diverse working environment.

BUSINESS SKILLS

I Computer Literate in a Microsoft Suite (Word, Excel, Power Point, Outlook, etc.)

I Report / business Writing Skills

I Supervisory Skills