Legal Secretary: Litigation

2 weeks ago

Johannesburg, Gauteng, South Africa Good Help Recruitment Full time

Duties and Responsibilities:

Diary Management:

  • Ensuring that diaries are always up to date and all requests for meetings by internal and external stakeholders are scheduled.
  • Ensuring meeting rooms, refreshments, IT equipment, travel arrangements and all other ad hoc requests are arranged and in place prior to the start of meetings and/or teleconferences.
  • Ensuring all relevant meeting minutes, agendas and necessary information packs are collated and circulated timeously to all meeting delegates.
  • Client, debtor and correspondent attorney interaction and management of timelines

Document and Pleadings Administration:

  • Adhering to house styles and formats in preparation of pleadings, agreements, and correspondence.
  • Ensuring all documentation is produced within specified deadlines and is of a high quality.
  • Ensuring accurate and timely distribution of documentation and correspondence to all internal and external stakeholders (debtors / correspondents / advocates and sheriffs).

Financial Administration:

  • Attending to all administrative requirements pertaining to the practice's invoicing process (where required).
  • Proactively monitoring and attending to all outstanding invoices on a timely basis.

Business Development Administrative Support:

  • Aiding in the compilation of monthly reports.
  • Ensuring that client and debtor contact lists, correspondent panels, Court, and sheriff data are always up to date.

Office Management and Administrative Support:

  • Providing an administrative support function to all team members.
  • Maintaining a neat, tidy, and presentable work area always.
  • Maintaining an adequate stationery float and adhere to the stationery ordering schedule.
  • Reporting and escalating all office maintenance and facilities queries and ensure appropriate follow up.
  • Managing the filing systems for the litigation practice and assisting with overflow filing within the team.
  • Appropriately using all electronic document management systems as well as client specific software.
  • Ensuring that the teams archiving system is regularly managed.
  • Helping clients and/or escalating client queries to the relevant team members.
  • Keeping abreast of the operations within the practice area to provide an effective client liaison function to all internal and external stakeholders.
  • Always observing professional telephone etiquette to internal and external clients.

Qualifications, Experience & other Attributes:

  • Litigation practice administrative support qualification operational 510 years essential.
  • Debtors administration and diary management in a legal practice environment.
  • Client care and maintenance in a legal environment.
  • Office management and office administrative support.
  • Drafting and preparing litigation documents, such as counsels briefs, notices and pleadings ensuring that all documents are properly formatted, edited, and filed with the court.
  • Ability to professionally liaise with and assist stakeholders.
  • Ability to prioritise and manage schedules within high pressure environment.
  • Must be able to handle pressure, setbacks, and a high level of stress.
  • Capable of working overtime as and when required.
  • Must have a clear criminal record.
  • Good command of the English and Afrikaans language, both verbal and written.
  • Tact and discretion with the ability to maintain confidentiality.
  • Ability to work in a team as well as independently.
  • Conscientious, proactive, and service orientated.
  • Punctual and reliable with strong work ethic.
  • Ability to work under pressure and meet deadlines.
  • Able to work overtime when required from time to time.
  • Shows initiative by taking action to achieve goals on a proactive basis.
  • Produces accurate and timeous results and sets own high goals or standards of performance.
  • Able to adapt and embrace change.
  • Ability to liaise with all stakeholders professionally in the work environment.

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