Job Grade 11
Job Type Classification Permanent
Location - Town / City Midrand
Location - Province Gauteng
Location - Country South Africa
JOB DESCRIPTION
To provide comprehensive specialist legal secretarial support within the Legal unit. Prepares and types legal and administrative correspondence and documents, maintains legal files. Works under general supervision of legal advisor with considerable latitude for the use of initiative and independent judgment.
KEY RESPONSIBILITIES
1. Typing up, editing and formatting of complex contracts and other legal documents.
2. Maintaining an efficient and effective legal office filing system
3. Diary management
4. Telephone duties: effective screening and routing of calls and problem resolution
5. Client interaction both verbally and written
6. Assistance with organizing functions / travel bookings and/or client arrangements
7. General legal office administration
8. Drafting or familiar with contract security, pleadings and other similar legal documents.
9. Filing, e-mails, faxes, ordering stationery
10. Managing communication with external service providers (e.g. law firms)
Key Measures
Performance against agreed targets
Key Interfaces
1. Colleagues in the Legal Unit
2. Other Secretarial Staff in DBSA
3. DBSA clients
Key Internal Liaison Relationships
1. Legal Department
2. DBSA: Staff
3. All Divisions
Key External Liaison Relationships
1. DBSA suppliers
2. Other Stakeholders
|
EXPERTISE & TECHNICAL COMPETENCIES
Minimum Requirements
1. A diploma / higher diploma in secretarial services
2. Training in legal secretarial services
3. At least 5 years’ work experience as a secretary in the commercial department of a law firm and/or in the legal unit of a corporate / commercial business (preferably a financial institution)
4. Fully proficient in MS Word, Excel, Powerpoint and other Microsoft Office applications
5. Excellent typing skills
6. A Paralegal qualification will be advantageous
TECHNICAL
Verbal Communication
1. Able to present a theme in writing in an ordered, intelligible manner with well-structured and relevant supporting detail.
2. Able to understand topic switches and use vocabulary of attitude.
3. Reasonably fluent in speaking.
Reporting
1. Designs/customizes reports to meet user needs.
2. Prepares complex or tailored reports, gathers information from a variety of sources, analyses and includes in a report.
3. Keeps standard reports under review and proposes improvements to meet user needs.
Computer Literacy
1. Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.
2. Has the ability to use standard and/or program-specific the organisation databases, and merge / import data from one program to another.
3. Adapts method of working to accommodate changes in the technological developments.
Policies and Procedures
1. Consistently uses relevant office software products such as word-processing, spreadsheet, presentation, and email packages to an acceptable standard for the job.
2. Has the ability to use standard and/or program-specific the organisation databases, and merge / import data from one program to another.
3. Adapts method of working to accommodate changes in the technological developments.
Planning and Organising
1. Plans and manages multiple priorities and deadlines.
2. Uses effectively advance time management processes to deal with high workload and tight deadlines.
3. Organises, prioritises and schedules tasks so they can be performed within budget and with the efficient use of time and resources.
4. Achieves goals in a timely manner, despite obstacles encountered, by organising, reprioritising and re-planning
Solution Focused
1. Identifies optimal solutions based on weighing the advantages and disadvantages of alternative approaches.
2. After implementation, evaluates the effectiveness and efficiency of solutions.
Financial Acumen
1. Makes sound financial decisions after having analysed their impacts on the organisation, partner agencies, and community.
2. Knows the internal and external factors that impact on resource and asset availability.
3. Is able to interpret management account reports in an operational/commercial context and take action as appropriate to maximize revenues and control costs.
4. Skilled in the use of various financial modelling tools and techniques.
Detail Orientation
1. Reviews all relevant information or aspects of a situation before taking action or making a decision.
2. Pays close attention to details that are important to others to make sure they are right.
3. Verifies that work has been completed according to the standards and procedures.
REQUIRED PERSONAL ATTRIBUTES
Behavioural Competencies
Achievement Orientation
1. Delivers work on time and quality and follows through on agreed commitments.
2. Views new work experiences as an opportunity for growth.
3. Reacts immediately to overcome setbacks or/and obstacles in order to meet goals.
4. Recognises and acts upon current opportunities.
Attention to Detail
1. Double-checks the accuracy of information or work.
2. Ensures that the work produced doesn’t contain any errors.
Customer Service Orientation
1. Makes self fully available, especially when the customer is going through a critical period.
2. Requests on-going feedback from customers and takes action in response to it; manages to retain and capitalize on existing customers.
3. Takes the “extra step” to resolve customer issues appropriately, even in the case where they do not fall under own area of responsibility.
4. Is aware of the level of service offered by the competition and provides more for customers than they expect.
Self-Awareness & Self-Control
1. Feels strong emotions in the course of a conversation or other task, such as anger, extreme frustration, or high stress;
2. Holds the emotions back, and continues to act calmly.
3. Ignores angering actions and continues a conversation or task.
4. May leave temporarily to withhold emotions, then return immediately to continue.
Teamwork & Cooperation
1. Values and utilises the expertise of colleagues, asking for ideas and input and collaborates to form decisions and plans.
2. Willingly learns from others.
3. Creates opportunities for knowledge and expertise sharing between all members of the team.
|
English 
FRENCH
