SUMMARY:
Legal Secretary
POSITION INFO:
Employer Description
A well-established and reputable, medium-sized Law firm located in Braamfontein, Johannesburg.
Job Description
Reports To: Director; dotted report line to Professional Staff.
Job Grade: Must have worked as a legal secretary for between 5 and 8 years minimally.
Job Purpose: The secretary is responsible for providing secretarial and administrative services in an efficient, professional, effective & supportive manner to directors and professional staff of the firm.
Key Performance Indicators: Drafting and typing of pleading, agreement and other documents. Proficient with Excel and PowerPoint. Secretarial and administrative assistance with running legal practice. Capturing and finalizing fees on AJS. Send invoices to client. Assist with collecting outstanding invoices. Preparing documents for tenders. Business travel bookings. Dictaphone typing. Good writing skills
General Responsibilities/Duties:
• Attend to all verbal, dictated and written instructions given by allocated directors and professionals
• Screening of calls as well as message taking for allocated directors and professionals
• Assist with queries regarding client payments, deposits and requisitions for payments and receipts
• Liaising with clients telephonically
• Typing documents, including affidavits, particulars of claim and court notices
• Typing, compiling and preparing reports, presentations and correspondence for directors and professionals
• Manage diary deadlines and correspondence
• Assist with general queries from directors and professionals
• Handling all confidential matters with discretion
• Registration and archiving of files
Logistical Support:
• Arrange travel booking and accommodation for directors and professionals
• Submit travel claims to accounts department
Tender Administration:
• Compile tender documents and prepare tender packs
• Basic understanding of tender submissions
Fees and Accounts:
• Accurate opening of files on AJS, ensuring that the take-on form has all the required information and is signed off by the director
• Entering time on AJS for directors
• Ensuring that the accounts department is accurately informed of allocations for all disbursements made on behalf of clients
• Finalising fees and invoices timeously at month-end
• Timeous finalising of accounts and dispatching to clients
• Assisting directors with collecting outstanding payments
• Undergoing training deemed necessary on new equipment or systems and ensuring that he/she is informed and up to date on office procedures
Ad-Hoc
• The duties and responsibilities contained in this job profile are not exhaustive. The employer is entitled to instruct the employee at any time to carry out additional duties or responsibilities, which fall reasonably within the ambit of the job profile, or in accordance with operational requirements.
Qualifications
Relevant Qualifications will prove advantageous.
Skills
Minimum of 5 years experience within a Legal Secretarial role. Stable Track Record. Strong written and verbal communication skills. Good typing and Dictatyping Experience and capability. Efficient, professional, effective & supportive.
Benefits
Negotiable. Secure Parking and Access to offices.
