Senior Legal Secretary Dispute Resolution

Job Description : Senior Legal Secretary - Dispute Resolution Department

This role is responsible for assisting the HOD (Head of Department) and Executives. Purpose of the role is to run a highly efficient office with effective administration systems/processes. A general outline of the role is provided below.

• Dictaphone typing
• Typing of pleadings, affidavits, briefs, notices, opinions, articles, presentations, general legal memoranda
• Telephone duties: polite, professional interactions with clients, effective screening and problem resolution, coordination of appointments and meetings
• Effectively draft appropriate correspondence, and to effectively type and work in agreements
• Preparation and typing of dictated agreements and presentations
• Diary and email management
• Handling of all facsimiles, scanning and copying of documents
• Coordinating travel arrangements
• Maintaining an effective administration and document management system
• Preparation of Accounts and Debt management
• Filing of documents in soft copy as well as hard copy - including all e mails and general correspondence
• Opening of matters and time capturing for professionals in the team on 3E system
• Assisting with inventory management and billing procedures, accounts management, itemised billing, adjustments and final accounts, and where necessary, assisting in following up with clients regarding overdue account payments
• Establishing cohesive working relationships with professionals, support staff and external clients
• Effective general office and practice management
• Assisting with certain personal administration (e.g. flight bookings, diary entries, dining reservations, etc.)

• Matric Certificate
• At least 10 years' experience in a similar role (worked in dispute resolution preferred)
• Secretarial qualification/diploma or other related qualification (preferred)
• Ability to use initiative and be proactive in offering assistance and following up to ensure an efficiently run practice
• Highly competent in computer packages including Microsoft Word, Outlook, Excel, PowerPoint and an accounts package (preferably Elite)
• An eagerness to stay abreast of latest developments
• Strong attention to detail and excellent typing skills
• Possess well developed interpersonal and communication skills (including good telephone etiquette)
• A team player, professional, flexible and friendly, with a willingness to work after hours when necessary
• Sound personal assistant skills and strong administration and organisational abilities
• Sense of absolute confidentiality, urgency and ability to work under pressure

The successful candidate must demonstrate the ability to understand the needs of clients and to communicate effectively with them, as well as to manage client relations. In addition, the candidate must be ambitious, achievement oriented, focused and able to work well under pressure in a deadline driven environment.

This is a demanding but stimulating position which will require working outside of normal office hours, when necessary.