Legal Secretary

2 weeks ago

Sandton, South Africa Sanlam Full time
Who are we?

Sanlam Specialised Finance (SanFin) is responsible for creation of shared value for Sanlam, its shareholders, policy holders, and societies with in which it operates by managing financial risk, developing financial products, and balance sheet optimisation, pursuing investments and financing opportunities in assets, sectors, markets, organisations, and geographies that enable maximum return within acceptable risk parameters.

What will you do?
To provide a range of secretarial and administration support services to the in-house team of legal advisors and professionals.

Word Processing & Filing
Type, check and file all legal documentation & correspondence, including complex and lengthy legal agreements. This may include transcription of dictated or recorded information.
Redline complex agreements.
Prepare execution versions of agreements. This includes differentiating between new documents and document versions.
Type up organograms.
Prepare PowerPoint presentations / displays.
Check documentation to identify, query and if required rectify errors and/or inconsistencies with house rules and standard legal practice.
Re-format and re-phrase typed documents where necessary.
Scan relevant documentation.
File all documentation and relevant correspondence in date and time order with established naming conventions.
Access and retrieve filed information requested.

Legal Administration
Assist with the collation, preparation and filing of matter and client related documents.
Check to ensure that all requisite documentation requirements are in order.
Follow up with clients and other parties to ensure that outstanding documentation is received.
Prepare transaction bibles.
Close matters and archive files.

Invoicing & Collections
Gather and provide requisite FICA information from clients and/or parties responsible for invoice payments.
Check and assist Finance with account allocations if required.
Process expenses as authorised.

General office support
Answer, screen telephone calls and take messages.
Schedule and confirm diary appointments as requested.
Take minutes and notes of meetings when required.
Arrange conference call facilities.
Arrange catering requirements for meetings.
Arrange logistics for conferences i.e., venue, travel, catering, accommodation, presentation and documentation requirements.
Order and distribute stationery for the team. Qualification and additional skills/knowledge


Matriculation certificate and /or relevant tertiary qualification is preferable i.e., B degree / diploma or equivalent in legal studies or legal secretarial studies, and/ or office administration.

4-5 years of work experience in a similar environment of which 2 should be in a Legal Secretary role with tertiary qualifications.

Preferably have the relevant work experience of 6-8 years within a legal practice if there are no formal qualifications.

Understand the urgency and impact of what needs to be done on the legal department and the matters at hand.

Understand the critical difference between internal stakeholders and external parties i.e., legal advisors, clients and non
- legal administration support functions.
Know how to navigate distractions, prioritise and pace workload.
Manages various stakeholder queries and support.
Ability to read, write and spell effectively in English.
Ability to work in a challenging environment with a wide and varied workload.
Sound knowledge of legal terminology.
Up to date knowledge of the company's policies and practices.

Advanced knowledge of the legal department's house styles, templates, layouts and definitions including how to access and complete these templates in line with house rules.

Knowledge of how and where to file documents.
Ability to prioritise and work well under pressure.
Attentive to detail - methodical, organised, precise, accurate, neat and tidy with paperwork.

Conscientious approach to work - able to follow a defined process, completes jobs, plans and sticks to deadlines and perseveres with routine.

Excellent time management skills - ability to schedule own day.
Well-developed written and verbal communication skills.
Basic working knowledge of FICA requirements.
Must demonstrate a knowledge and respect for confidentiality and the ethical standards of the legal profession.

Has a proven track record for taking personal responsibility for own actions and for sorting out issues or problems that arise.

Is focused on achieving results to required standards and developing skills and knowledge.
Qualification and Experience Grade 12 and Diploma with at least 8 years related experience. Knowledge and Skills Reservation Management Secretarial Support Administration General Project Coordination (proficiency level 1) Personal Attributes Communicates effectively - Contributing independently Situational adaptability - Contributing independently Optimises work processes - Contributing independently Action orientated - Contributing independently Interpersonal savvy - Contributing

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