Legal Secretary in the General Litigation Practice

SUMMARY:
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POSITION INFO:

EXPERIENCE:

• 5 -8 years litigation practice experience

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 

LANGUAGES:

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

RESPONSIBILITIES:

• Communication
  • Generally attending in a professional manner, and in line with best practice, to verbal and written communication required in the advancement of the relevant practice
  • Answering telephone calls and screening calls, taking accurate messages
  • Dealing with telephonic enquiries from clients, opponents, experts, advocates, and other external role players
  • Dealing with telephonic enquiries from all internal role players
  • Preparing standardised replies to incoming mail
  • Dealing with telephone and email queries
  • Screening visitors
  • Collecting mail and deliveries from reception and ensuring that same is dealt with in line with practice requirements
  • Arranging flights, accommodation, and other reservations
  • Arrange medico?legal examinations with various experts, and clients
  • Meeting arrangements, internal and external
  • Travel arrangements for clients, witnesses, and practitioners
  • 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
• Practice management
  • Dictaphone and copy typing i.e. letters, correspondence, high and mag court notices, pleadings, reports, contracts, opinions, agreements
  • Preparing standard letters, pleadings, notices in line with departmental workflow
  • Typing of memorandums and file notes
  • Placing orders for office stationery, ensure correct order is delivered
  • Assist Practitioner on an ad-hoc basis with personal matters
  • Reply to general correspondence received from clients, telephonically & by mail
  • Lodging claims
  • Liaison with correspondents
  • Managing the diary and ensuring that follow-ups are done in terms of the same
  • Arrangement and management of medico?legal evaluations, including taking responsibility that experts are properly instructed and that clients attend scheduled appointments
• Financial management
  • Preparing of VAT invoices and Statements of account to clients
  • Managing of debtors in order to ensure efficient debtors control
  • Debtors follow up and reporting
  • VAT invoices
  • Managing payment to service providers
  • Effectively instructing cost consultants for the drafting of A&C and P&P accounts
  • Accounting to clients on matters (under the guidance of practitioner)
• 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
  • Work closely with practice admin assistant to ensure that files are neat, up to date, and in line with practice standards

SPECIFIC SKILLS:

• Accuracy
• Speed of turnaround (fast worker)
• Problem-solving for purposes of client enquiries
• Organisational skills i.t.o deadlines and urgency
• Outcome-based approach
• 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
• Solution orientated
• Trustworthy
• Willing and able to bear high levels of responsibility

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