Applications are invited from suitably qualified persons for appointment to the post of Deputy Registrar of Civil Status, Department of Justice, Saint Lucia.
JOB TITLE : Deputy Registrar of Civil Status
REPORTS TO : Registrar of Civil Status
SUPERVISES : Civil Status Registry Staff
CLASSIFICATION : Grade 17
A. RESPONSIBILITIES AND RELATIONSHIPS
1. To assist with the management of vital records and certificates including registration, issuance and renewing of records in accordance with the Civil Code, Civil Status Act and Code of Civil Procedures.
2. To manage assigned staff and resources to ensure work programmes are implemented in accordance with legislative and operational requirements and established labour practices.
3. Responds to the Permanent Secretary and the Deputy Permanent Secretary and liaises with the general public, Attorneys at Law, Departments of Health, Electoral Department, Immigration Department and National Insurance Corporation and other internal and external stakeholders on matters relating to work in progress.
B. DUTIES AND TASKS
1. Assists in the preparation of the work programme for the Civil Status Registry, through strategic planning exercises, consultation with stakeholders and team members and reviewing key evidence-based reports/documentation, to enable the determination of targets, milestones and deadlines.
2. Leads and manages assigned staff through target setting, continuous dialogue, mentoring, coaching and assessment of individual staff performance including identifying training needs and gaps to ensure effective performance management.
3. Undertakes the rectification of records by conducting interviews and investigations and creating case files containing legal and administrative documents, to make a determination on the evidence presented in accordance with the laws regulations, policies and procedures.
4. Generate orders from the rectification undertaken, through the inspection and validation of documents to ensure that the legal documents accurately reflect the amendments made.
5. Conducts and guides hearings for vital records and certificates through interviews and investigations and requesting and gathering relevant legal documents to make a decision on cases based on laws, regulations and policies.
6. Prepares legal opinions and case summaries through research, investigations, interviews, and presentation of evidence to enable the provision of reasons for decision in contentious and appeal matters to be referred to the High Court Judge and/or for legislative review.
7. Performs the duties of the office of Adjudicator in his or her absence in accordance with the laws and regulations to ensure that the rectification of vital records of civil status matters, is accurate and efficient during the interviewing, reviewing, marking and signing of final orders.
8. Takes affidavits and statutory declarations from individuals through the issuance of notices or orders for the attendance of these individuals, the production of statements and/or to enable the adjudication, approval and signing of orders.
9. Assists with the implementation and monitoring of the budget for the Unit by assessing the proposed programme and collaborating with the Budget and Finance Unit, to enable access to funds for programme implementation, to ensure effective use of resources and to facilitate early detection and management of budget variations.
10. Manages all databases using prescribed procedures and policies to ensure the availability of current and reliable information for the assessment, analyses and preparation of reports.
11. Ensures the effective functioning of the automated Vital Records Management System through timely renewal of licenses and maintenance of the system for a more efficient and accurate work flow, and case management.
12. Empowers assigned staff to resolve inquiries and/or complaints from internal and external customers through established monitoring mechanisms, intervening in exceptional circumstances so that excellent service delivery and customer satisfaction are maintained.
13. Prepares reports outlining achievements and challenges to keep stakeholders informed, facilitate assessment of the Department’s performance and decision-making and to contribute to the Department’s annual report.
14. Supports the review of relevant legislation, policies and procedures through consultation with stakeholders and making recommendations that are constitutionally sound to enable legal reform and decision making.
15. Facilitates continuous learning through training, workshops and represents by applying effective training methodologies and presentation skills to build capacity in Civil Status.
16. Prepares submissions to the Cabinet of Ministers on Civil Status matters through research and analysis, dialogue and consultation with line agencies and other key stakeholders to facilitate decision making, enable the policy development, coordination and implementation process in issues relating to the Civil Status Registry.
17. Assumes the role of Registrar of Civil Status in his or her absence, in accordance with the Civil Status Act, to enable continuity in operations.
18. Performs any other job-related duties as may be assigned.
1. Congenial accommodation is provided within a general administrative office.
2. Institutional support is provided through the Constitution of Saint Lucia, civil service rules and regulations, standard operating procedures, Estimates of Expenditure and Revenue, Finance (Administration) Act and supporting regulations, the Civil Code of Saint Lucia, the Civil Status Act and the Code of Civil Procedures.
3. Opportunities exist for personal development through established orientation and training programmes, as outlined in the Public Service Training and Development Policy.
4. May be required to work beyond the normal working hours.
5. Required to remain current on practices and developments in the legal field.
6. Required to demonstrate political acuity.
7. Required to exercise integrity, confidentiality and professionalism in the conduct of duties.
8. Required to be punctual and present for work, meetings and other official appointments and activities.
9. Required to own and maintain a motor vehicle for the proper performance of duties and to possess a valid driver’s license.
10. Functions in a scheduled travelling post with travel allowance in accordance with that stipulated in the terms and conditions of employment.
11. Required to operate office equipment by undertaking repetitive hand movements, fine motor coordination and sitting for prolonged periods.
12. Salary and benefits are in accordance with that stipulated in the terms and conditions of employment.
D. KNOWLEDGE, SKILLS AND ABILITY
1. Advanced knowledge of the structure of the Public Service and ability to interpret and apply its administrative policies and procedures.
2. Expert knowledge of, and ability to interpret and apply the provisions of the Constitution of St Lucia, civil service rules and regulations, Finance (Administration) Act, Estimates of Revenue and Expenditure, the Civil Code, Code of Civil Procedures, Civil Status Act and other relevant regulations and policy documents.
3. Expert knowledge of legal principles, procedures and practices, applicable to the Civil Status Registry.
4. Advanced knowledge of legal research skills and techniques including the use of electronic research tools and the use of various office automation tools.
5. Advanced problem-solving and decision-making skills.
6. Expert leadership and management skills with the ability to inspire and motivate employees.
7. Expert interpersonal skills and consistently display emotional intelligence.
8. Expert negotiation and mediation skills.
9. Expert oral and written communication, listening and ability to present and explain statements of fact and the law.
10. Advanced business process management, organisational and project management skills.
11. Intermediate computer literacy skills; with the ability to manipulate software applications such as word processing, databases, spreadsheets, presentation programmes and vital records management systems.
12. Ability to effectively develop and maintain working relationships with team members and other stakeholders.
13. Ability to manage time, meet deadlines and remain calm under pressure.
14. Ability to exercise initiative and judgment in the execution of duties.
15. Intellectually acute, visionary and innovative.
16. Ability to adapt to organisational change.
E. QUALIFICATIONS AND EXPERIENCE
1. Master’s Degree in Law, plus Legal Education Certificate, and one (1) year experience in a post at grade 14 or above; or one (1) year relevant working experience.
2. Bachelor’s Degree in Law, plus Post Graduate Diploma in Law and Legal Education Certificate, and two (2) years experience in a post at Grade 14 and above; or at least two (2) years relevant working experience.
3. Bachelor’s Degree in Law, plus Legal Education Certificate, and three (3) years experience in a post at Grade 14; or at least three (3) years relevant working experience.
F. EVALUATION METHOD
1. Demonstrated knowledge of the structure of the Public Service and ability to interpret and apply its administrative policies and procedures.
2. Demonstrated knowledge of, and ability to interpret and apply the provisions of the Constitution of Saint Lucia, Civil Service rules and regulations, Estimates of Expenditure and Revenue, Finance (Administration) Act, and standard Operating Procedures and other relevant regulations and policy documents.
3. Demonstrated knowledge of, and ability to interpret and apply the provisions of the Civil Code of Saint Lucia, the Civil Status Act and the Code of Civil Procedures and other relevant regulations and policy documents.
4. Demonstrated problem-solving and decision-making skills.
5. Demonstrated leadership and management skills.
6. Demonstrated interpersonal skills and emotional intelligence.
7. Demonstrated negotiation and mediation skills.
8. Demonstrated effectiveness of oral and written communication, listening and presentation skills.
9. Demonstrated business process management, organisational and project management skills.
10. Demonstrated computer literacy skills.
11. Demonstrated ability to effectively develop and maintain working relationships with team members and other stakeholders.
12. Demonstrated ability to manage time, meet deadlines and remain calm under pressure.
13. Demonstrated ability to exercise initiative and judgment in the execution of duties.
14. Demonstrated ability to maintain integrity, confidentiality and professionalism in the conduct of duties.
15. Demonstrated political acuity.
16. Demonstrated ability to remain current on developments in public laws and the practices and developments in the civil status field.
17. Demonstrated ability to apply legal principles and to effectively analyse and present laws and legislation.
18. Demonstrated ability to effectively utilise legal research skill and techniques
using various resources.
19. Demonstrated ability to prepare and submit reports that meet established standards.
20. Demonstrated ability to adapt to organisational change.
1. Tax free salary at the rate of seventy five thousand, seven hundred and sixty two dollars ($75,762.00) (Grade 7 step I) per annum.
2. Travel Allowance at the rate of seven thousand, six hundred and twenty dollars ($7,620.00) per annum. (Officer must own and maintain a vehicle in order to receive this allowance)
3. Legal Officer’s Allowance at the rate of eighteen thousand dollars ($18,000.00) per annum.
4. Telephone Allowance at the rate of two hundred and ninety-one dollars ($291 .00) per annum.
5. Twenty-three (23) days of vacation leave per annum.
6. Twenty-five percent (25%) gratuity of basic salary (not including allowances) will be paid on satisfactory completion of the contract.
Applications, accompanied by two references and certified copies of documents pertaining to qualifications, should be addressed to:
Judicial and Legal Services Commission
2nd Floor, Heraldine Rock Building
P.O. Box 1093
Saint Lucia, West Indies
to reach him no later than Friday, 14th February 2020.
NB: Applications may also be submitted via email to email@example.com. Unsuitable candidates will not be acknowledged. Candidates meeting the minimum qualifications and experience may not be considered for an interview. Only the candidates with the best qualifications and experience will be shortlisted for interview.