Job Purpose:

To provide administrative support to the Legal Services Unit

Key Responsibilities:

Key Performance Areas (KPA) Activities (Linked to each of the KPAs)

Providing administration service 

• General mail and maintenance of the filing system. This includes: sorting mail according to all the files; taking out diarised files and distributing to the responsible officer; keeping a proper record of the file movement from inspection to finalisation; keeping a record of current and closed files and ensuring that files are properly opened, referenced and closed.
• Ordering and managing the use of stationery by using approved procedures
• Ensuring the proper maintenance of equipment and assets which includes ensuring that all assets are operational and reporting any faults to the relevant parties
• Assist with general secretarial services within the unit which includes answering calls, taking and distributing messages, manage the diary of the Head of the Unit, set-up unit meetings and follow-up on resolutions taken
• Ensuring that new staff members are provided with log in details and receive the necessary IT equipment
• Assist towards proper maintenance and cleanliness related to house keeping
• Devise innovative systems to improve the unit’s functioning in so far as it relates to the duties contained in this document

Providing a general secretarial service

• Prepare and manage fax/letters/memos on behalf of the unit
• Responsible for outgoing mail and for maintaining the correspondence database
• Assist with travel, logistics and accommodation arrangements
• General typing as may be requested from time to time (minutes and agendas)

Skills/ Knowledge/ Behaviour:

Key competencies
(This field requires a list of all skills, behaviour and attitude requirements)

• Secretarial skills
• Administrative skills
• Typing skills
• Interpersonal skills
• Time management
• Team player
• Good written and verbal communication skillls
• Good computer literacy and web knowledge
• Minute taking
• Knowledge and education Administration/Secretarial Diploma
• (This field requires a list of all knowledge requirements relevant to this post e.g. Knowledge of the Public Service Act.)
• Knowledge of human rights issues
• Knowledge of PFMA, Treasury Regulations
• Knowledge and understanding of confidentiality requirements for the post

Experience

• (Please list all relevant experience required for the post)
• Minimum three (3) years’ relevant experience in a similar environment