General Litigation Secretary

SUMMARY:
-

POSITION INFO:

Law firm is Pretoria is looking for a General Litigation Secretary to join their team.

Requirements:

Minimum 5 years experience in Litigation and in a law firm

Duties:

1. Matter and file management

• Opening, maintaining and closing physical and electronic legal files.

• Ensuring that files are properly indexed, organised and up to date.

• Maintaining accurate records of correspondence, pleadings, notices, expert reports and other legal documents.

• Monitoring important dates, prescription periods, court dates, deadlines and filing dates.

• Ensuring compliance with the firm's internal file-management procedures.

2. Legal document preparation

• Drafting and formatting correspondence, pleadings, notices, affidavits, applications, agreements and other legal documents under the direction of an attorney.

• Preparing court bundles, paginated bundles, indexes and trial documentation.

• Proofreading legal documents for accuracy, formatting, spelling and consistency.

• Preparing documents for service and filing with the relevant courts, attorneys and other parties.

3. Court and litigation administration

• Liaising with the Sheriff, Court Registrars, counsel, experts and other legal practitioners.

• Arranging service of notices and other court documents.

• Monitoring court rolls, hearing dates and deadlines.

• Assisting with preparation for interlocutory applications, pre-trial conferences, trials and other hearings.

• Ensuring that court orders and directives are properly recorded and diarised.

• Following up on outstanding pleadings, notices, expert reports and other litigation-related documents.

4. Communication and correspondence

•  Handling telephone calls and correspondence with clients, attorneys, counsel, experts, medical practitioners, advocates and other stakeholders as per the direction and instructions of the attorney.

• Drafting routine correspondence on behalf of the attorney.

• Following up on outstanding information and documentation and diarising follow-ups until completion.

• Keeping clients informed regarding administrative or procedural developments, within the limits of the secretary's authority and as per the direction and instructions of the attorney.

• Maintaining professional and confidential communication at all times.

5. Diary, time -and deadline management

• Managing the attorney's diary and appointments.

• Diarising court dates, consultations, filing deadlines, prescription dates and other important dates and bringing it to the attention of the attorney

• Providing reminders regarding upcoming deadlines and outstanding actions.

• Coordinating meetings, consultations and virtual hearings.

• Attending to correspondence and legal timelines timeously.

6. Client and expert liaison

• Obtaining and organising documentation required from clients and/or correspondents.

• Requesting medical, employment, financial and other records where applicable.

• Liaising with expert witnesses regarding appointments, instructions, reports and outstanding information.

• Coordinating consultations between attorneys, clients, counsel and experts.

7. Financial and administrative responsibilities

• Preparing invoices and assisting with billing.

• Recording and monitoring disbursements.

• Obtaining quotations and arranging payment of expert fees, sheriff's fees, medical records and other litigation-related expenses.

• Following up on outstanding payments as per the direction and instructions of the attorney.

• Assisting with trust-account or billing administration, where applicable and under appropriate supervision.

• Claim reconciliation specific to the department.

8. Confidentiality and professional conduct

• Maintaining strict confidentiality in respect of client information and privileged communications.

• Handling sensitive personal, financial and medical information appropriately.

• Ensuring that documents and information are only disclosed to authorised persons.

• Conducting themselves professionally when dealing with clients, courts, counsel and other practitioners

Please send your CV to