Legal Executive (Knowledge Management)

[What the role is]

HSA is seeking a motivated, organised and resourceful Legal Executive to support knowledge management, legal information sharing and capability-building initiatives within the Legal Department and across HSA.
The Legal Executive will work closely with officers from both the Civil and Prosecution teams, including the respective Legal Executives, to support the effective capture, organisation, maintenance and dissemination of legal knowledge. The role will also support legal training, internal guidance materials, knowledge repositories, legal updates and other initiatives aimed at improving access to legal information and strengthening legal awareness across HSA.
The successful candidate should be comfortable working with information, digital platforms and a wide range of stakeholders, and should be able to present and organise information in a clear, accessible and practical manner.

[What you will be working on]

• Support the development and implementation of Legal Department knowledge management initiatives and practices.
• Maintain and administer department-wide knowledge repositories containing legal guidance, precedents, templates, practice notes, training materials, legal updates, reference materials and other knowledge resources.
• Work with Civil and Prosecution officers, including the respective Legal Executives, to identify legal knowledge and materials suitable for preservation, consolidation and wider internal sharing.
• Support the systematic capture of institutional knowledge arising from significant legal matters, projects, policy work, prosecutions, disputes, contractual issues and other areas of Legal’s work.
• Assist in developing and maintaining taxonomy, indexing, metadata, tagging and search structures to improve the accessibility and retrieval of Legal Department knowledge resources.
• Coordinate the review, updating and rationalisation of knowledge materials to ensure that guidance, templates and reference resources remain current, relevant and readily accessible.
• Support the preparation and dissemination of legal updates, newsletters, alerts, FAQs, guidance notes, internal advisories and other legal information for HSA officers.
• Monitor relevant legal and regulatory developments and assist Legal officers in collating and organising materials for internal circulation or further review.
• Support the planning and organisation of Legal Department training, briefings, seminars, knowledge-sharing sessions and other capability-building initiatives.
• Assist with the preparation of presentation materials, training resources, reference guides and other materials used for legal education and awareness within HSA.
• Maintain records of Legal Department training and knowledge-sharing activities, including materials, attendance and other relevant information.
• Support the development and maintenance of an internal Legal Department knowledge calendar or programme covering legal updates, training and knowledge-sharing activities.
• Assist in identifying recurring legal issues or frequently asked questions arising across HSA and support the development of practical guidance or reference materials to address them.
• Work with internal stakeholders to understand their legal information needs and support Legal officers in developing suitable educational or knowledge resources.
• Support the administration and enhancement of Legal Department digital knowledge platforms, including SharePoint sites, intranet pages, search tools, databases or other knowledge management systems.
• Explore and support appropriate use of digital tools, workflow automation and emerging technologies to improve legal knowledge capture, search, retrieval and dissemination.
• Assist in the preparation of departmental reports relating to knowledge management, training, legal outreach and capability-building activities.
• Promote consistent knowledge management practices across the Legal Department by working with the Civil and Prosecution teams and their respective administrative support officers.
• Support cross-team Legal Department initiatives and other administrative or operational matters relating to knowledge management, training and legal information sharing, as may be assigned.

[What we are looking for]

• Relevant qualifications in Knowledge Management, Information Management, Library and Information Science, Communications, Business Administration, Information Systems or a related field being an advantage.
• Relevant working experience in knowledge management, information management, research, content management, communications, training administration, learning and development or a related area would be advantageous.
• Experience in maintaining knowledge repositories, intranet sites, databases, content management systems or other information platforms would be advantageous.
• Familiarity with SharePoint, Microsoft 365, knowledge management platforms, workflow tools, databases or other digital collaboration tools would be advantageous.
• Good proficiency in Microsoft Office applications, particularly Word, PowerPoint, Excel and Outlook.
• Strong written and verbal communication skills.
• Ability to organise, synthesise and present information clearly and in a manner that is accessible to different audiences.
• Ability to work with a broad range of stakeholders and coordinate multiple knowledge management and training initiatives concurrently.

The successful candidate will be offered a 1-year contract (with option for automatic renewal for a further one year) in the first instance.

Shortlisted candidates would be contacted within 30 days from the closing date of the advertisement. We regret that only shortlisted candidates would be notified.