Key performance areas.

Legal secretarial administration.

• Prepare court statements and forms that attorneys will need in court.
• Dictate attorney’s audio files and written notes.
• Transcribe and proofread legal documents.
• Index and update pleadings and discovery binders.
• Collect and deliver documents.
• Supporting legal research for cases and communicating with vendors, experts, attorneys, opposing counsel and other staff.

Standard, process and procedure maintenance

• Ensure a strategy framework is maintained by required standards.
• Keep abreast of internal standards and business goals to ensure adherence to sound internal control.
• Provide administrative support to the strategy and reporting office by RAF policies and procedures.

Quality assurance activities

• Maintain up-to-date written documentation and policies related to the organisation’s business activities.

Office Management

• Maintain correspondence, filing, telephonic queries and provide general administration support to the office.
• Maintain strict confidentiality in all matters relating to the office.
• Make follow-ups on outstanding matters on behalf of the legal services department in the office.
• Ensure all office requests are handled and responded to within set timelines.
• Ensure availability of stationery within the department.

Meeting and diary management

• Arrange meetings on behalf of the Legal Services department.
• Take minutes and distribute these in accordance to set governance standards.
• Maintain follow-up plan on meeting resolutions and matters outstanding.
• Ensure confirmation of meetings and management of team diaries.
• Schedule appointments with internal and external stakeholders as and when required.

Document control

• Ensure that the filing system is always up-to-date and functional.
• Collate court rolls received from the registrar for the responsible court divisions, update references and distribute to state attorneys.
• Manage the retrieval of information at all times as requested in the office.
• Ensure confidentiality of all documents under control and that documentation reaches the intended recipients.
• Acknowledge the receipt of documentation, apply a file number allocation, record data onto the computer system and file appropriately.
• Collate all the court directives and update on the court directives database.
• Maintain status update and records of all high value foreign national records for re-insurance purposes and report regularly.

Qualifications and experience.

• National Diploma in Business Administration/Law related qualification.
• Relevant 2 years’ experience in a business/law administration related environment.

Technical and behavioural competencies

• Computer literacy in MS Word, Excel, Powerpoint, Outlook, etc.
• Good understanding of all RAF systems and procedures.
• Proficiency in English and one other official language.
• Excellent planning and organisational skills.
• Dependable and trustworthy.
•  Good communication skills.
• Interpersonal relations.
• Good administrative skills.
• Research skills.
• Writing skills.
• Diary and court roll management.
• Planning, organisation and coordinating.
• Personal mastery.
• Emotional wisdom and decision making.
• Ethics and values.
• Client service orientation.