Pieter/ls/13/01/2023 Pietermaritzburg Local Office - Legal Aid South Africa
Description
REF:
PIETER/LS/13/01/2023
LEGAL SECRETARY
INTERNAL AND EXTERNAL ADVERTISEMENT
PIETERMARITZBURG LOCAL OFFICE (LAND RIGHT MANAGEMENT UNIT)
Legal Aid SA is a National Public Entity; a key contributor to South Africa's constitutional democracy, providing quality legal services to indigent and vulnerable persons.
Applications are invited from persons interested to fill the above-mentioned position. The incumbent will be appointed on a permanent basis.
The position is based in Pietermaritzburg.
KEY OUTPUTS
- To provide administrative and secretarial support to the civil unit in accordance with Legal Aid SA policies, procedures and standards.
- Carry out the civil units' administrative function effectively.
- Provide efficient secretarial support to the civil unit.
- Obtain, source, type, proofread, make copies and distribute according to instructions received.
- Coordinate and monitor all civil units' administrative matters.
- Participate and provide support to implement an effective filing and diary system to ensure that the civil unit addresses matters on behalf of clients and the availability of the practitioner.
- Assist legal practitioners with all ancillary matters to the preparation and presentation of cases.
- Develop and maintain a system to ensure that receipt of documents emanating from other units and/or offices is acknowledged.
- Develop a system to ensure that documents received from opponent attorneys are received and distributed to the relevant practitioner, timeously.
- Develop a system to record sensitive documents and to ensure sameday distribution of these documents.
- Gather the required information and arrange for consultative interviews.
- Assist with the completion of routine forms for legal practitioners and ensure that they are submitted for approval.
- Maintain and update meeting schedules.
- Maintain record keeping and filing system.
- Ensure that reports and documentation are timeously sent/delivered to the relevant people.
- Ensure that physical assets are reconciled to each individual office list at the office on a monthly basis.
- Maintenance and issuing of stationery in accordance with relevant Legal Aid SA procedures.
- Maintain attendance registers in accordance with the Legal Aid SA Human Resources Policy.
- Maintain a register of mail items and court documents sent by Docex and track their delivery.
- Maintain a register of documents sent to the High Court Unit, Strategic Litigation Unit and Senior Litigator.
- Maintain a list with regular fax numbers and doublecheck with customers to determine full instructions for handling of faxes with full adherence to customer instructions.
- Always attach successful transmission reports to sent faxes.
- Attend to photocopying and binding of documents as required.
- Attend to the proper allocation of duplication/stationery costs as per Legal Aid SA policies/procedures.
- Assist with the accurate completion of practitioner Matter Activity Reports (MARs) and updating of any web pages designed to capture information for the civil unit.
- Keep handy the complete list of all relevant contact numbers for office personnel and major customers/role players at all times.
- Adhere to proper telephone etiquette and accurate taking and conveying of messages at all times.
COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED
- National Senior/Matric certificate.
- Minimum one (1) year of relevant admin and secretarial experience within a legal environment.
- Good written and verbal communication skills.
- Attention to detail.
BASIC SALARY:
Level 5 (R181, plus benefits per annum
Enquiries to Yolanda Sineke,
Tel:
**APPLICANTS NOT CONTACTED WITHIN TWO (2) MONTHS MAY CONSIDER THEIR APPLICATION UNSUCCESSFUL.
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