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 pleading 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 strategic 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 if 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.
• 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 appropriate.

Qualifications and experience

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

 Technical and Behavioural competencies

• Computer literacy in MS Word, Excel, Powerpoint 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
• Planning, organisation and coordinating
• Personal mastery
• Emotional wisdom and decision making
• Ethics and values
• Client service orientation