Legal Secretary (Grade 4)

Key Responsibilities

• Creates Instruments of Administration, Instruments of Distribution and Letters of Administration, for filing to the Administrator-General or Court; 
• Updates databases in the Section, regarding the progress of applications for instruments of administration, instruments of distribution, letters of administration and rent arrears matters; 
• Types and prepares legal documents, correspondence, reports and Minutes for the Senior Legal Executive and Attorneys, within the stipulated timeframes; 
• Prepares agendas for meetings and organises relevant information and documents;
• Takes Minutes at meetings and circulates within stipulate timeframe; 
• Maintains diary of Court matters for the Senior Legal Executive and Attorneys;
• Retrieves and passes all files for Court to Senior Legal Executive and Attorneys, at least one week before the scheduled Court date; 
• Ensures that the legal responsibilities of the rent arrears portfolio are managed and timeframes adhered to; 
• Organizes client meetings and conferences and prepares relevant documents;
• Screens and routes telephone calls to Senior Legal Executive and Attorneys;
• Responds to requests made by the Courts, the Registrar of Titles and Stamp office, as directed; 
• Responds to routine enquiries and correspondence, in accordance with guidelines given;
• Interfaces with private Attorneys-at-Law and members of the public seeking audience with the Senior Legal Executive and Attorneys; deals with matters within given authority;
• Establishes and maintains an efficient filing and record keeping system for the Section;
• Records the movement of files between Sections and on return to the Registry;
• Assists in the preparation and collation of standard monthly and quarterly reports;
• Performs any other related duties that may be assigned from time to time by the Senior Legal Executive. 

Required Knowledge, Skills and Competencies

• Shorthand skills of 100 w.p.m. 
• Typing skills of 60 w.p.m. 
• Good analytical skills and sound judgement 
• Good interpersonal skills 
• Good time management and organizing skills 
• Excellent oral and written communication skills 
• Ability to work under pressure and to meet tight deadlines 
• Good knowledge of relevant computer applications and packages including Windows, Excel and Microsoft Office 
• Good paralegal knowledge with specific emphasis on the Laws of Succession, Conveyancing, Litigation and Court procedures 

Minimum Required Qualification and Experience

• Paralegal Diploma or related qualifications; 
• Secretarial Certification; 
• Legal qualifications are an asset; 
• Two (2) years’ work experience in an office environment.

Please note that only shortlisted applicants will be contacted.