Legal Secretary

2 weeks ago

Cape Town, South Africa Shoprite Full time

Purpose of the Job

The purpose of the IT Legal Secretary is to provide administrative support to IT Legal within the Shoprite IT Department. This is a collaborative role, partnering with team members (Legal Advisors and Legal Manager) to understand their needs to deliver or coordinate the right solutions, while acting as a trusted partner. This role further serves as the face of administrative and organizational support services to both internal and external stakeholders, providing an exceptional customer service experience. Day-to-day responsibilities include engaging with team members, IT Teams and/or relevant stakeholders on service requests, preparing documentation and correspondence, organizing and recording meetings, preparing monthly board resolutions reports, and overseeing the general running and efficie ncy of the IT legal office.

Job Advert Details Job CategoryIT Job Objectives

Service Request Administration:

Review service requests (assigned to IT Legal) received via the Shoprite Services Catalogue on a daily basis and administer them. Such administration includes:
- Quality-assuring requests received to verify that they have been correctly assigned to IT Legal, and appropriate supporting information has been provided .
- Refer queries to the service requestor and (if required) other stakeholders where deficiencies are identified.
Present new service requests in the daily IT Legal standup.
Create the base JIRA ticket(s) related to each service request.
Assign service requests / JIRA tickets to the IT Legal Advisor(s) designated by the IT Legal Manager.
Issue an acknowledgement of receipt to the service requestor. This includes advising them of next steps.

Contract Administration:
Create folders for new suppliers in the on-premise data centre file shares and where, required the Microsoft Teams folders.
Quality-assure documents received from IT Legal team members for processing to verify that they comply with administrative requirement and formatting is appropriate before loading documents for signature.
Load documents for signature into Adobe Sign and following up with stakeholders where delays are identified.

Board Resolution Administration:

Refer board resolution requests (including those received via the Shoprite Services Catalogue) to Group Legal for drafting.
Receive board resolutions from Group Legal and administer them throughout the board resolution administration lifecycle. This includes:
- Refer (in sequence) board resolutions received from Group Legal to the responsible internal Technology stakeholders (IT Legal Advisor, ITL Member and CIO) for high-level review
- Address any queries / requests for drafting changes concerning board resolutions to Group Legal.
- Prepare and submit the final document for signature by the CIO once the content of board resolutions have been agreed by the responsible internal Technology stakeholders.
- Submit signed board resolutions to Group Legal for further processing.
- Record progress of board resolutions in the relevant JIRA tickets.

Reporting:
Generate reporting data for the IT Legal Manager concerning:
Active service requests
Contract negotiation progress
Upcoming contract renewal / termination dates
Board resolution progress
Prepare reports for the IT Legal Manager as instructed

Stakeholder Engagement:
Engage with stakeholders regarding the performance of IT Legal administrative tasks.
Schedule and co-ordinate meetings.
Minute meetings (where there are major contract negotiations or other significant events such as the monthly check-in with Group Legal) and distribute such information to relevant stakeholders.
Communicate and enforce applicable processes with stakeholders.

Qualifications

Legal secretary diploma.
Certification in the Law of Contract / Certification in the administration and management of contracts / Paralegal qualification and/or certification

Experience

+4 years Legal secretary experience.
+2 years Contract administration and management experience / Paralegal experience.
Knowledge of IT and/or Retail and/or Project management.
Knowledge of MS Office.

Knowledge and Skills

Administrative support skills - Understands appropriate administrative processes and procedures, including the maintenance of files and records in relation to Group Legal and Compliance standards.
Organised and detailed - Plans, coordinates and executes functions, practices, and procedures to realise business unit goals and objectives. Vigilantly watches over work processes, tasks, and outputs to ensure accuracy and initiates action to correct any quality concerns.
Excellent written and verbal communication skills with well-developed spoken and written fluency in English along with the ability to convey information and data clearly, accurately, and succinctly.
Analytical with good problem-solving skills - Comprehends added information to generate insights while proactively investigating courses of action to identify feasible solutions.
Well-developed interpersonal skills, self-awareness, and personal influence – able to interact, engage and maintain professional relationships with people at all levels of the corporate structure.
Personal integrity – Has good judgment and discretion to manage and maintain confidentiality. Takes accountability for actions and mistakes.
Customer orientated - Committed to providing a high-quality customer service. Ensures customer needs are understood, problems timeously resolved, and expectations met.
Energetic and vibrant, enjoys working in a dynamic, fast paced environment.
Able to work under pressure, prioritise and balance numerous competing demands in a high-volume, high pressured, fast-paced working environment.

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