Administrative Assistant

4 weeks ago

Paarl, South Africa Optential Consulting Full time

**POSITION: ADMINISTRATIVE ASSISTANT**

**CHRISTOPHER CONSULTING**
- _OVERALL RESPONSIBILITY:_

The employee is responsible for administrative support as well as corresponding with clients and attorneys. Excellent communication skills via telephone and written correspondence are vital. The Administrative Assistant manages competing priorities in a fast-paced environment while maintaining a high degree of organization and attention to detail.
- _KEY PERFORMANCE AREA 1: Marketing_
- Attend all meetings with prospective new clients - both Law Firms and directly from the public_._
- Follow up with the marketing team on a regular basis to refer Law Firms as new prospective clients to Christopher Consulting.
- Ensure that the website complies with Christopher Consulting’s products_._
- Ensure that all written materials regarding Christopher Consulting’s products remain up to date_._
- Brainstorming new avenues which may be followed to expand Christopher Consulting’s products, and to ensure continuous growth potential for Christopher Consulting_._
- Exploring possibilities and generating ideas to improve strategies on new matters.
- _KEY PERFORMANCE AREA 2: First evaluations of new queries_
- Decision-making when evaluating matters.
- LeadsPro (public liability: slip and fall, dog bites / medical negligence).
- Rocky Pretorius (medical negligence).
- Liaising with clients - telephone calls, follow-up telephone calls, and written correspondence.
- Build and nurture relationships with clients.
- Attention to detail.
- Documenting facts - when evaluating matters (record, write or type information as received).
- Obtain all necessary information from clients required for a second evaluation of the matter.
- _KEY PERFORMANCE AREA 3: Second evaluations of new queries_
- When in receipt of all information and documentation from clients.
- Sort all documentation and records in chronological order, electronically.
- Updating lists to record all new queries and information received.
- After evaluation, give feedback to clients.
- If we cannot assist, we provide comments and/or recommendations to attorneys / HPCSA / other relevant organizations.
- If it is a possible claim, provide Director with all available information and documentation for further assessment.
- Receive new instructions from attorneys and external references.
- Sort all documentation and hospital records for assessment by Director.
- Updating list of new referrals - ‘pending/accepted/rejected’.
- _KEY PERFORMANCE AREA 4: Obtain records_
- Corresponding with hospitals and all medical providers to obtain hospital records and medical reports.
- Follow up telephonically with hospitals and all medical providers to obtain records as soon as possible.
- Build and nurture relationships with government institutions to ensure that complete sets of hospital records are obtained in a timeous fashion.
- This KEY PERFORMANCE area is time sensitive and must be executed timeously, efficiently, and diligently.
- _KEY PERFORMANCE AREA 5: Preparing bundles_
- Upon receipt of all hospital records and medical reports, prepare bundles of documents - both privileged bundles and bundles for discovery.
- Sorting all documentation and records in chronological order, electronically.
- Index and paginate records.
- Ensure that bundles are updated with all new documents, records and reports as and when received during the assessment process of matters.
- _KEY PERFORMANCE AREA 6: Litigation_
- Provide assistance to litigation secretary regarding any litigation matters, from inception of litigation until closure of files, as and when required.
- _KEY PERFORMANCE AREA 7: Bookkeeping_
- Receiving and considering invoices from attorneys, experts, advocates, and all other service providers.
- Ensure that all invoices received comply with the requirements of the Finance Department.
- Liaising with service providers.
- Banking - submitting payments to be released by Finance Department.
- Updating list of payments.
- Send proof of payments to service providers.
- _KEY PERFORMANCE AREA 8: Synaps_
- Ensure that Synaps remains up to date at all times.
- Once Christopher Consulting’s Synaps goes live to outside parties, assist with Synaps-related queries from attorneys.
- _KEY PERFORMANCE AREA 9: Christopher Law_
- Provide any assistance required to ensure the efficient running of Christopher Law and information required for Tresorit.
- _KEY PERFORMANCE AREA 10: Reception_
- Taking of incoming telephone calls when the receptionist is unavailable.
- Assist with all reception duties when the receptionist is unavailable.
- _REQUIREMENT OF THE POSITION:_
- Grade 12.
- Five years’ experience in a related position at a Law Firm.
- Two years’ experience with medical negligence.
- Computer Literacy (Microsoft Office Suit).
- Administration skills.
- _PREFERRED SKILLS AND COMPETENCIES:_
- Competent in Synaps.
- Communication skills.
- Time Management Skills.
- Attention to detail.
- Able to

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