Legal Secretary in a General Litigation Practice

SUMMARY:
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POSITION INFO:

QUALIFICATIONS:

• Matric, tertiary secretarial courses would be advantageous

COMPUTER SKILLS:

• MS Office, with specific reference to Word, Excel, Outlook and PowerPoint, AJS, or similar bookkeeping system

EXPERIENCE:

• ± 5 years litigation practice experience
• 3rd party litigation experience (advantageous)

LANGUAGES:

• Excellent English (written and spoken) any other language will be advantageous 

RESPONSIBILITIES:

• Communication
  • Meeting arrangements, internal and external
  • Receive and attend to clients if Receptionist not available
  • Deliver tea/coffee orders to meeting rooms (trays prepared by the general worker, if not prepare tray)
  • Attend to reception if Receptionist not available
  • Answering telephone calls and screening calls, taking accurate messages
  • Preparing standardised replies to incoming mail
  • Dealing with telephone and email queries
  • Screening visitors
  • Collecting mail and deliveries from reception
  • Liaising with clients, advocates, and other service providers
  • Arranging flights, accommodation, and other reservations
  • Arrange medico-legal examinations with various experts
• Practice management
  • Dictaphone and copy typing i.e. letters, correspondence, high and mag court notices, pleadings, reports, contracts, opinions, agreements
  • Typing of memorandums and file notes
  • Placing orders for office stationery, ensure correct order is delivered
  • Assist Director on an ad-hoc basis with personal matters
  • Reply to general correspondence received from clients, telephonically & by mail
  • Lodging claims
• Financial management
  • Statements of account
  • Managing of debtors in order to ensure efficient debtors control
  • Debtors follow up and reporting
  • VAT invoices
  • Managing payment to service providers
• General Administration
  • Keeping of diary
  • Initiative to ensure regular follow-ups without being reminded
  • General admin such as filing, faxing, photocopies, binding, and maintenance of file content
  • Diarising and drawing files
  • Closing of finalised files

SPECIFIC SKILLS:

• Accuracy
• Problem-solving for purposes of client enquiries
• Organisational skills i.t.o deadlines and urgency
• Knowledge of legal terminology and procedures
• Appropriate support to Directors & Associates

PERSONAL ATTRIBUTES:

• Hard-working, with the ability to work under the stress that comes with a high paced litigation practice
• Punctual High emotional intelligence, resilient
• Integrity and honesty
• Loyal and committed
• Must be able to deal with conflict
• Must be able to work after hours should work pressures require
• Must be able to work independently and as a member of a team
• Must be able to work under pressure
• Must be organised
• Must have good judgment
• Openness
• Pro-Active
• Professional
• Strong personality
• Trustworthy
• Willing and able to bear high levels of responsibility

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