Wills Drafting and Estates Administrative Assistant

2 days ago

Soweto, Gauteng, South Africa PPS Recruitment Full time
Job Advert Summary
  • To assist the Wills drafting Specialist with the drafting of Wills
  • To Assist the Estates Manager with the administration of Estates
  • To undertake the administrative functions within each area
Minimum Requirements

Education

  • Matric
  • Legal Diploma or degree

Knowledge and Skills:

  • An understanding of the Wills drafting process would be an advantage
  • An understanding of the Estate administrative process would be an advantage
  • 3-5 years administrative role
  • Excellent computer literacy (MS Office – Outlook, Word & Excel)
  • Good administrative skills
  • Attention to details and good organisational skills
  • Good language skills (Afrikaans and English)
  • Proficiency in administrative systems and legal documentation
Duties and Responsibilities
  • Indexing of all incoming applications on the Wills Workflow system.
  • Diligently capture and maintain Wills-related information in the designated Excel worksheet, ensuring accuracy and data integrity at all times.
  • To draft legally executable Wills in accordance with the instructions received and relevant legislation, as per agreed standards and timelines, by completing the Will template and assisting the Wills Drafter with creation of the Will.
  • Conduct initial legal compliance checks on all signed Wills to ensure alignment with the statutory requirements of the Wills Act 7 of 1953.
  • Scan all original Wills and securely upload signed copies to SharePoint, applying accurate metadata to ensure efficient indexing and easy retrieval.
  • Add original Wills to the relevant client files, ensure secure physical storage, maintain an updated register of all originals, and coordinate their transfer to designated safe custody facilities.
  • Liaise with the designated safe custody facility to facilitate the upliftment of Wills, whether in response to client queries, cancellations, or upon notification of a client's death.
  • To accurately scan and categorise all estate incoming documents and mail daily (hard copies or electronic format).
  • Dispatch all letters and documentation daily and update the attendant data / dashboard where applicable.
  • To follow up on all vouchers of assets and liabilities to draft the Liquidation and Distribution account as per agreed standards.
  • To follow up proceeds of accounts in estates to be distributed and to collect funds according to the agreed standards and timelines and follow up on all tax certificates required to finalise estate taxes.
  • Continuously and accurately collect and complete all documents, for transfer of firearms, vehicles, shares, investments and any other assets or liabilities as per agreed standards and timelines.
  • To prepare the Master's reporting pack and Liquidation and Distribution packs.
  • Capturing of information and adding diary notes on the Estate Management System.
  • To liaise with stakeholders, where appropriate and applicable.
  • Request of Filing slip from the Master of the High Court to attend to the archiving of the Estate file.
  • Assist with the preparation of section 29 and 35 advertisements in the local newspaper and Government Gazette.
  • Identify and recommend opportunities to enhance processes, systems and policies and support the implementation thereof.

Competencies:

  • Strong interpersonal skills.
  • Strong independence and work ethic.
  • Ability to administer and execute instructions, from receipt to conclusion, with minimal professional supervision.
  • Resilience.
  • Ability to work without supervision.
  • Ability to be emotionally mature and stable
  • Ability to co-ordinate

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