Judge’s Secretary REF NO: 2024/177/OCJ needed at Office of the Chief Justice South Africa
Job title : Judge’s Secretary REF NO: 2024/177/OCJ
Job Location : KwaZulu-Natal, Pietermaritzburg
Deadline : November 28, 2024
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REQUIREMENTS
- Matric certificate
- One (1) to three (3) years’ secretarial experience or as an office assistant in a legal environment
- A valid driver’s license
- An LLB degree or a minimum of 20 modules completed towards an LLB, BA / Bcom Law degree (added advantage), with results to accompany the application
- Shortlisted candidates will be required to pass a typing test
Skills and Competencies:
- Good communication skills (verbal and written)
- Administration and organizational skills
- Exceptional interpersonal skills
- Ability to meet strict deadlines and work under pressure
- Attention to detail
- Customer service skills and excellent typing skills, including Dictaphone typing
- Confidentiality and time management
- Computer literacy (MS Word) and research capabilities
- All shortlisted candidates shall undertake a pre-entry practical exercise to determine suitability based on the post’s technical and general requirements.
DUTIES
- Attend and screen all incoming and outgoing calls
- Schedule appointments and meetings for the Judge
- Type judgments and file correspondences in the correct sections
- Send signed judgments and court orders to the typist and the Library (Judgments only)
- Receive and screen visitors and attend to their queries
- Record and file all incoming and outgoing documents
- Order and collect stationery for the Judge
- Ensure court files are ready and all required documents are in place according to the duty roster
- Verify files received from various sections with the Registrar of that section
- Keep the register of reviews up to date and sign on receipt and return to the review Clerk
- Update the reserved judgment register/template and notify the Statistics Officer and the Judge President’s office when a judgment is handed down
- Ensure transcribed judgments from transcribers reach Judges for approval and signature
- Receive, file, and verify Heads of Arguments from various stakeholders
- Inform parties of the date and time of reserved judgments via e-mail or phone, and how the judgment will be delivered
- Prepare the Judge’s bench book and ensure files are in court on time
- Call case numbers and party names before the Judge begins proceedings
- Administer correct Oath ID or declaration in court when required
- Professionally handle, control, and note exhibits and capture them accordingly
- Endorse the correct order on the file or Caselines after the Judge grants it in court
- Arrange travel and accommodation, sign documents as required for approval
- Submit the Judge’s logbook to the Transport Officer by the 5th of each month
- Book the Judge’s car for maintenance or service and receive pre-authorization
- Remind the Judge about invoice submissions for S&T claim processing
- Submit cell phone and 3G data claims for processing
- Submit court rolls to the Statistical Officer by Friday each week
How to Apply for this Offer
NOTE : All applications must be submitted on a New Z83 form, which can be downloaded on internet at www.judiciary.org.za / www.dpsa.gov.za/dpsa2g/vacancies.asp or obtainable from any Public Service Department and should be accompanied by a recent comprehensive CV only; contactable referees (telephone numbers and email addresses must be indicated). Please send your documents in a PDF and put them in one folder. Only shortlisted candidates will be required to submit certified copies of qualifications and other related documents on or before the day of the interview following communication from Human Resources. Each application form must be fully completed, duly signed and initialed on both pages by the applicant. The application must indicate the correct job title, the office where the position is advertised and the reference number as stated in the advert. Failure by the applicant to fully complete, sign and initial the application form will lead to disqualification of the application during the selection process. Applications on the old Z83 will unfortunately not be considered. Should you be in a possession of a foreign qualification, it must be accompanied by an evaluation certificate from the South African Qualification Authority (SAQA). Dual citizenship holders must provide the Police Clearance certificate from the country of origin (when shortlisted all non – SA Citizens will be required to submit a copy of proof of South African permanent residence). Applications that do not comply with the above-mentioned requirements will not be considered. Suitable candidates will be subjected to a personnel suitability check (criminal record, financial checks, qualification verification, citizenship checks, reference checks and employment verification). Correspondence will be limited to short-listed candidates only. If you have not been contacted within three (3) months after the closing date of this advertisement, please accept that your application was unsuccessful. The Department reserves the right not to make any appointment(s) to the advertised post(s). Applicants who do not comply with the above-mentioned requirements, as well as applications received late, will not be considered. Failure to submit all the requested documents will result in the application not being considered during the selection process. All shortlisted candidates for Senior Management Service (SMS) posts will be subjected to a technical competency exercise that intends to test relevant technical elements of the job, the logistics of which will be communicated by the Department. Following the interview and technical exercise, the selection committee will recommend candidates to attend generic managerial competencies using the mandated Department of Public Service and Administration (DPSA) SMS competency assessment tools. Applicants could be required to provide consent for access to their social media accounts. One of the minimum entry requirements to the Senior Management Service is the Nyukela Public Service SMS Pre-entry Programme (certificate) which is an online course, endorsed by the National School of Government (NSG). For more details on the pre-entry course visit: https://www.thensg.gov.za/trainingcourse/sms-pre-entry-programme. The successful candidate will be required to complete such prior to appointment. All successful candidates will be expected to enter into an employment contract and a performance agreement within 3 months of appointment, as well as be required to undergo a security clearance three (3) months after appointment. The Office the Chief Justice complies with the provisions of the Protection of Personal Information Act (POPIA); Act No. 4 of 2013. We will use your personal information provided to us for the purpose of recruitment only and more specifically for the purpose of the position/vacancy you have applied for. In the event that your application was unsuccessful, the Office of the Chief Justice will retain your personal information for internal audit purposes as required by policies. All the information requested now or during the process is required for recruitment purposes. Failure to provide requested information will render your application null and void. The Office of the Chief Justice will safeguard the security and confidentiality of all information you shared during the recruitment process.
Send your application to [email protected]
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