Secretary Iii
13 hours ago
**Duties and responsibilities**
- Efficiently diarizing matters having hard and soft deadlines and regularly following up for instructions.
- Preparing and finalizing status reports for patent and design filings.
- Preparing and finalizing correspondence to clients in accordance with standing instructions.
- Preparing and finalizing prebills and invoices, in accordance with standing instructions, for work done by a partner or other professional.
- Making travel arrangements (book air tickets, rented vehicles, hotel bookings, claim refunds)
- Assisting with preparing and filing of patent amendments (when required)
- Billing files, including preparing full billing data and costing (and notation) of files
- Attending to credit Notes and dealing with account queries
- Requisition cheques /electronic transfers for payment of agents/service providers/etc
- Arranging for deposit of cheques (payments) into agents’ bank accounts
- Following up on overdue payments from clients
- Clearing of suspense list on an ongoing basis
- Opening new files on the Firm’s computer system (Patricia)
- Answering telephone and screening calls
- Liaising with clients telephonically and in person
- Liaising with clients/agents from time to time to set up consultations
- Arranging venue/s for consultations
- Photocopying of various documents
- Ordering stationery
- To form part of the patent pool workboard for shared working.
- Finalising affidavits and pleadings for signature
- Arranging for and attending to signing of documents
- Preparation of basic forms for filing with Registrar
- Drawing of revenue stamps
- Assisting with preparing of litigation papers as well as paginating and indexing of such papers
- Filing in files and on the Firm’s system and maintaining court, counsel and own records
**Skills and knowledge**
- High level of initiative and being pro-active in the practice
- Ability to prioritize and deal with urgent matters promptly and efficiently
- Solid understanding of relevant legislation
- Ability to work independently, to work under pressure, to use initiative and
meet deadlines
- Good administrative skills
- Must be flexible regarding time
- Excellent communication skills
- Computer literate in MS Office Suite
- Typing speed of 60+wpm
**Qualification/s**
- Matric/National diploma or equivalent qualification
- Secretarial Diploma or equivalent experience
- Excellent typing skills
- At least 5 years experience in patent prosecution or High court litigation
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Secretary Iii
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