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Legal Secretary: Magistrate Court Administrator

2 months ago

Cape Town, Western Cape, South Africa Road Accident Fund Full time
About the Role

The Road Accident Fund is seeking a highly skilled and organized Legal Secretary to provide administrative support to the Legal Service Department. As a key member of the team, you will play a crucial role in ensuring the day-to-day functioning of the office.

Key Responsibilities
  • Legal Secretarial Administration
    • Prepare and finalize court statements and forms for attorneys
    • Dictate and transcribe audio files and written notes for attorneys
    • Proofread and edit legal documents to ensure accuracy and quality
    • Index and update pleading and discovery binders to ensure efficient access to information
    • Collect and deliver documents to relevant parties in a timely manner
    • Support legal research for cases and communicate with vendors, experts, attorneys, opposing counsel, and other staff
  • Standard Process and Procedure Maintenance
    • Ensure adherence to required standards and maintain a strategic framework for the department
    • Stay up-to-date with internal standards and business goals to ensure sound internal control
    • Provide administrative support to the strategy and reporting office by RAF policies and procedures
  • Quality Assurance Activities
    • Maintain up-to-date written documentation and policies related to the organization's business activities
  • Office Management
    • Maintain correspondence, filing, and telephonic queries to provide general administration support to the office
    • Maintain strict confidentiality in all matters relating to the office
    • Make follow-ups on outstanding matters on behalf of the legal services department in the office
    • Ensure all office requests are handled and responded to within set timelines
    • Ensure availability of stationery within the department
  • Meeting and Diary Management
    • Arrange meetings on behalf of the Legal Services department
    • Take minutes and distribute them in accordance with set governance standards
    • Maintain a follow-up plan on meeting resolutions and matters outstanding
    • Ensure confirmation of meetings and management of team diaries
    • Schedule appointments with internal and external stakeholders as required
  • Document Control
    • Ensure that the filing system is always up-to-date and functional
    • Manage the retrieval of information at all times as requested in the office
    • Ensure confidentiality of all documents under control and that documentation reaches the intended recipients
    • Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system, and file appropriately
    Requirements
    • National Diploma in Business Administration or Law-related qualification
    • Relevant 2 years' experience in a business or law administration environment
    Technical and Behavioural Competencies
    • Computer literacy in MS Word, Excel, PowerPoint, etc.
    • Good understanding of all RAF systems and procedures
    • Proficiency in English and one other official language
    • Excellent planning and organizational skills
    • Dependable and trustworthy
    • Good communication skills
    • Interpersonal relations
    • Good administrative skills
    • Research skills
    • Writing skills
    • Planning, organization, and coordinating
    • Personal mastery
    • Emotional wisdom and decision-making
    • Ethics and values
    • Client service orientation
    Road Accident Fund Values
    • Integrity
    • Compassion
    • Accountability
    • Respect
    • Excellence
    • Empathy