Legal Secretary (03 Months Temp) - Boksburg
Phaki Personnel
Reference: JHB000053-HRM-1COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED National Senior/ Matric certificate. Minimum one (1) year relevant admin and secretarial experience within a legal environment. Understanding and application of basic computer software packages. Good written and verbal communication skills. Attention to detail. KEY OUTPUTS- To provide administrative and secretarial support to the civil unit in accordance with the company policies, procedures and standards- Carry out the civil units’ administrative function effectively.- Provide efficient secretarial support to the civil unit- Obtain, source, type, proofread, make copies and distribute according to instructions received.- Co-ordinate and monitor all civil units’ administrative matters.- Participate and provide support to implement an effective filing and diary system to ensure that the civil unit addresses matter on behalf of clients and availability of the practitioner.- Assist legal practitioners with all ancillary matters to the preparation and presentation of cases.- Develop and maintain a system to ensure that receipt of documents emanating from other units and or offices are acknowledged.- Develop a system to ensure that documents received from opponent attorneys are received and distributed to the relevant practitioner, timeously.- Develop a system to record sensitive documents and to ensure same day distribution of these documents.- Gather required information and arrange for consultative interviews.- Assist with the completion of routine forms for legal practitioners and ensure that they are submitted for approval.- Maintain and update meeting schedules.- Maintain record keeping and filing system.- Ensure that reports and documentation are timeously sent/ delivered to the relevant people.- Ensure that physical assets are reconciled to each individual office list at the Office on a monthly basis.- Maintenance and issuing of stationery in accordance with relevant company procedures.- Maintain attendance registers in accordance with the company Human Resources Policy.- Maintain a register of mail items and court documents sent by Docex and track their delivery.- Maintain a register of documents sent to the High Court Unit, Impact Litigation department and Senior Litigator.- Maintain list with regular fax numbers and double check with customers to determine full instructions for handling of fax with full adherence to customer instructions.- Always attach successful transmission report to send faxes.- Attend to photocopying and binding of documents as required.- Attend to proper allocation of duplication/ stationery costs as per company policies/ procedures.- Assist with the accurate completion of practitioner Matter Activity Reports (MAR’s) and updating of any web pages designed to capture information for the civil unit.- Keep handy the complete list of all relevant contact numbers for office personnel and major customer/ role players at all times.- Adhere to proper telephone etiquette, accurate taking and conveying of messages at all times.
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