Mbom / Ls / 01 / 11 / 2024 Mbombela Local Office – Legal Secretary

Legal Aid South Africa; Mbombela; On-site; ZAR 15 000 - 25 000; Full time

Job summary

An established public entity seeks a dedicated administrative professional to support its civil unit. This role involves providing essential secretarial services, coordinating administrative functions, and maintaining effective communication within the team. The ideal candidate will thrive in a dynamic environment, ensuring timely handling of documents and supporting legal practitioners in their case preparations. Join a reputable organization that values equity and offers opportunities for career growth in a supportive workplace. Your contribution will help enhance access to justice for vulnerable individuals in South Africa.

Qualifications

• 1 year of admin and secretarial experience in a legal environment.
• Proficiency in basic computer software packages.

Responsibilities

• Provide administrative and secretarial support to the civil unit.
• Coordinate and monitor all civil unit administrative matters.

Skills

Administrative Support

Secretarial Skills

Communication Skills

Computer Software Proficiency

Education

National Senior / Matric Certificate

Job description

Legal Aid SA is a National Public Entity and a key contributor to South Africa's constitutional democracy, providing quality legal services to indigent and vulnerable persons.

The organisation has a presence in all nine provinces and is recognized as a credible employer of choice, with Top Employer SA accreditation for 15 consecutive years.

We offer an exciting Employee Value Proposition, including opportunities for development, career growth, and an inspiring workplace. Applications are invited from interested persons to fill the position described below.

The incumbent will be appointed on a permanent basis.

The position is based in Mbombela.

Key Outputs

1. Provide administrative and secretarial support to the civil unit in line with Legal Aid SA policies, procedures, and standards.
2. Carry out the civil unit's administrative functions effectively.
3. Offer efficient secretarial support, including sourcing, typing, proofreading, copying, and distributing documents as instructed.
4. Coordinate and monitor all civil unit administrative matters.
5. Participate in and support the implementation of an effective filing and diary system to ensure timely addressing of client matters and practitioner availability.
6. Assist legal practitioners with ancillary matters related to case preparation and presentation.
7. Develop and maintain systems for acknowledging receipt of documents from other units or offices.
8. Establish a system to receive and distribute documents from opponent attorneys promptly.
9. Create a system for recording sensitive documents and ensure same-day distribution.
10. Gather information and organize consultative interviews.
11. Assist with routine form completion for legal practitioners and ensure submission for approval.
12. Maintain and update meeting schedules and record-keeping systems.
13. Ensure timely delivery of reports and documentation.
14. Reconcile physical assets monthly and manage stationery inventory per procedures.
15. Maintain attendance registers, mail and court document registers, and ensure proper handling and tracking of faxes and correspondence.
16. Attend to photocopying, binding, and cost allocation of documents.
17. Assist with completing practitioner Matter Activity Reports (MARs) and updating relevant web pages.
18. Maintain a comprehensive list of contact numbers and ensure proper telephone etiquette.

Petencies (Skills, Knowledge, and Attributes) Required

• National Senior / Matric certificate.
• Minimum one year of relevant admin and secretarial experience within a legal environment.
• Understanding and application of basic computer software packages.
• Good written and verbal communication skills.
• A detailed curriculum vitae reflecting practical application of the position outputs and competencies.

Applications must be submitted by close of business on 19 November, quoting the reference number MBOM / LS / 01 / 11 / in the subject line to [e-mail] or apply online at the employment portal. The selection process will consider the Employment Equity Plan of Legal Aid SA.

Legal Aid SA aims to promote equity (race, gender, and disability) through appointments that enhance representativity, in line with our Employment Equity Plan.

Legal Aid SA reserves the right to withdraw posts or refrain from making an appointment if it is in the best interest of the organization.

Applicants not contacted within two months may consider their applications unsuccessful.