Legal Secretary: Litigation - Johannesburg, South Africa - Good Help Recruitment
Description
Duties and Responsibilities:
Diary Management:
- Ensuring that diaries are always up to date and all requests for meetings by internal and external stakeholders are scheduled.
- Ensuring meeting rooms, refreshments, IT equipment, travel arrangements and all other ad hoc requests are arranged and in place prior to the start of meetings and/or teleconferences.
- Ensuring all relevant meeting minutes, agendas and necessary information packs are collated and circulated timeously to all meeting delegates.
- Client, debtor and correspondent attorney interaction and management of timelines
Document and Pleadings Administration:
- Adhering to house styles and formats in preparation of pleadings, agreements, and correspondence.
- Ensuring all documentation is produced within specified deadlines and is of a high quality.
- Ensuring accurate and timely distribution of documentation and correspondence to all internal and external stakeholders (debtors / correspondents / advocates and sheriffs).
Financial Administration:
- Attending to all administrative requirements pertaining to the practice's invoicing process (where required).
- Proactively monitoring and attending to all outstanding invoices on a timely basis.
Business Development Administrative Support:
- Aiding in the compilation of monthly reports.
- Ensuring that client and debtor contact lists, correspondent panels, Court, and sheriff data are always up to date.
Office Management and Administrative Support:
- Providing an administrative support function to all team members.
- Maintaining a neat, tidy, and presentable work area always.
- Maintaining an adequate stationery float and adhere to the stationery ordering schedule.
- Reporting and escalating all office maintenance and facilities queries and ensure appropriate follow up.
- Managing the filing systems for the litigation practice and assisting with overflow filing within the team.
- Appropriately using all electronic document management systems as well as client specific software.
- Ensuring that the teams archiving system is regularly managed.
- Helping clients and/or escalating client queries to the relevant team members.
- Keeping abreast of the operations within the practice area to provide an effective client liaison function to all internal and external stakeholders.
- Always observing professional telephone etiquette to internal and external clients.
Qualifications, Experience & other Attributes:
- Litigation practice administrative support qualification operational 510 years essential.
- Debtors administration and diary management in a legal practice environment.
- Client care and maintenance in a legal environment.
- Office management and office administrative support.
- Drafting and preparing litigation documents, such as counsels briefs, notices and pleadings ensuring that all documents are properly formatted, edited, and filed with the court.
- Ability to professionally liaise with and assist stakeholders.
- Ability to prioritise and manage schedules within high pressure environment.
- Must be able to handle pressure, setbacks, and a high level of stress.
- Capable of working overtime as and when required.
- Must have a clear criminal record.
- Good command of the English and Afrikaans language, both verbal and written.
- Tact and discretion with the ability to maintain confidentiality.
- Ability to work in a team as well as independently.
- Conscientious, proactive, and service orientated.
- Punctual and reliable with strong work ethic.
- Ability to work under pressure and meet deadlines.
- Able to work overtime when required from time to time.
- Shows initiative by taking action to achieve goals on a proactive basis.
- Produces accurate and timeous results and sets own high goals or standards of performance.
- Able to adapt and embrace change.
- Ability to liaise with all stakeholders professionally in the work environment.
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