Secretary: Legal

**Job Advert Summary**:
The Land and Agricultural Development Bank of South Africa (Land Bank) is South Africa’s only specialist agricultural bank established in 1912, the bank’s sole objective is to serve South African commercial and emerging farmers and bring specially designed financial services within their reach. These services enable farmers to finance land, equipment, improve assets and obtain production credit. The Land Bank provides financial services that have moved with the times and continues to provide services to agri-business and constantly reviews its offerings to ensure that they match the needs of an industry. As change has swept across the sector in South Africa the socio-economic makeup of agriculture has altered, bringing new entrants from historically disadvantaged backgrounds on to the land, these new farmers, facing the challenges of establishing sustainable agri-businesses across the agricultural value chain, Land Bank has been a commercial lifeline offering appropriately designed financial products that facilitate personal and commercial viability in a sector that is vital to the sustainability of South Africa and its people.

**MAIN PURPOSE **OF THE JOB**

To support the Legal department by dealing with various secretarial and administrative tasks in an efficient and effective manner enabling the delivery of agreed objectives for the department. The role primarily provides administrative support, dealing with the various secretarial, administrative or any other task to support the legal team and the Executive Manager in the day-to-day activities and provide a professional and efficient service at all times while ensuring that the image and reputation of the department and the Bank is protected. Tasks include:

- Communication and correspondence
- Co-ordination and flow of information to assure continuous communication and service levels
- Administrative support to the sales team
- Control of documentation for record and archiving purposes as per the Records Management Policy
- Generation of reports, gathering of information and compilation of presentations for management and supplier meetings
- General support

**Key Performance Areas**:
**1. General Office Assistance**
- secretarial and administrative
- Manage the diary and evaluate the need and urgency and the type of information required
- Answer and return telephone calls
- Transfer queries to relevant people
- Take messages for those not available
- Schedules meetings and follows up as well as prepares necessary documentation as may be required
- Acts as first point of contact telephonically in the absence of the managers and other legal team members
- Assist and support team members as and when required
- Type letters, memorandums and general correspondence specific to the legal team o Takes minutes if and when required o Prepares presentations
- Coordinates travel arrangements as required
- Performs stationary control
- Collate reports from Legal Advisors and Specialists
- Initiates payments to service providers and keeps track of expenses
- Performs all duties in accordance with the Land Bank policies and procedures

**2. Documentation Management and Archiving**
- Receive and register documents in accordance with policies and procedures
- Distribute documentation to the relevant team members
- Maintain documentation register indicating incoming and outgoing documentation thereby ensuring documentation tracking
- Maintain documentation register indicating how the work has been allocated amongst the team members
- File documents in the relevant files for easy retrieval
- Maintain filing register to ensure that file references are in sequence form for easy retrieval of documents

**3. Attorney Account**
- Receive all attorney accounts and capture on Excel spreadsheet
- Distribute attorney accounts to relevant staff members for verification and approval
- Prepare accounts for sign-off
- Deliver signed-off account to Accounts Department for payment
- File paid accounts according to procedures
- Monitor account payments to attorneys to prevent duplication of payments

**4. Maintain Relationships, Team and Business Support**
- Maintain good relationships with all role players for rendering effective secretariat services to the Department
- Ensure continuous follow-ups until expected outcomes are attained
- Document the interaction with the relevant role players for future reference purposes
- Work closely with the other members of the corporate banking and other business units to deliver outstanding performance and ensure that team and business objectives and targets are achieved
- Take responsibility for the day-to-day operational activities in collaboration with other members of the team
- Attend team meetings and contribute fully, including suggestions for ways of improving customer service.
- Support team by training, coaching & sharing knowledge & best practice and specifically provide assistance and guidance to the Juni