Secretarial Services Coordinator – IT Department
Bowmans
Cape Town, South Africa
7d ago

Purpose

Secretarial Services comprises of a team of experienced legal secretaries providing general and specialised secretarial support to all departments (which work includes centralised / remote and on-assignment work).

Role

Responsible for performing an advanced level of administrative, legal secretarial and related duties and offering skilled legal secretarial assistance to internal clients as required.

In addition, responsible for coordinating incoming centralised work as well as upcoming secretarial services assignments.

  • Senior Certificate.
  • Paralegal Diploma or short legal courses advantageous or qualified by experience.
  • 5 to10 years’ legal secretarial experience.
  • Advanced knowledge of MS Office.
  • Experience in a legal accounting package essential.
  • Project management experience advantageous.
  • 5 to 10 years’ experience as a legal secretary in banking and finance and / or corporate and / or dispute resolution department / s.
  • KEY ACCOUNTABILITIES - SECRETARIAL (CENTRALISED / REMOTE AND ON-ASSIGNMENT WORK)

    Act as first point of contact

  • Liaise with internal and external parties , supporting the relevant individual / team in his / her / their duties and responsibilities.
  • Act with the highest level of confidentiality and discretion.
  • Connecting people / Professional and effective communication internally / externally

  • Screening of all calls to ensure that calls are handled / directed appropriately.
  • Manage all forms of communication efficiently to ensure that the correct message gets across effectively / is dealt with accordingly.
  • Possess well developed interpersonal and communication skills and good telephone manner to ensure that all internal and external clients are treated professionally, courteously and with respect.
  • Diary Management / Scheduling and maintaining of calendars

  • Organise and manage the executive’s diary and make appointments.
  • Updating relevant individual / s on diary entries and ensuring that he / she is appropriately prepared prior to meetings / events / presentations.
  • Ensure that the correct people are invited and available to attend; booking boardrooms for meetings, telephone conference calls, video conferences, booking catering if necessary, making sure enough time is allocated for travel for off-site meetings.
  • Act as team coordinator where necessary so as to achieve efficient diary management / scheduling.
  • Document Generation

  • Produce complex, specialised and general documentation and presentations.
  • Ensure documents produced / converted / revised are of the highest standard through accurate typing, paying special attention to detail, presentation, spelling, grammar and punctuation while ensuring that all documents adhere to the firm’s styles and guidelines and / or other relevant prescribed forms / Court rules and directives.
  • Apply advanced MS Office / other software features during document generation / revision e.g. MS Word tables, track changes, cross referencing, table of contents as prescribed in the firm’s styles and guidelines.
  • Transcribe dictations or recordings.
  • Office administration / management

  • Facilitate weekly team meetings with staff and managers.
  • Request and collate the necessary FICA documentation from new clients to ensure timeous opening of new files.
  • Play a pro-active role in ensuring that the relevant team / department runs smoothly with a fair knowledge of legal terminology, processes, procedures and protocols to relieve workload of team members wherever possible by providing support on various projects.
  • To attend to printing, filing and to maintain complex filing systems to track large volumes of legal filing deadlines, providing professionals with easy access to files and precedents.
  • Manage e-mail, respond or delegate where appropriate.
  • Arrange and coordinate team and inter-office planning / strategy sessions.
  • Effective office management.
  • Prepare documents for internal meetings including copying, distribution and delivery of documents.
  • Provide guidance, mentoring and support to new staff members where necessary.
  • Maintain specialist databases where necessary.
  • Travel Arrangements

  • Make all travel arrangements understanding preferences and ensuring cost effectiveness.
  • Arrange relevant meetings, set up a travel itinerary and prepare documentation.
  • Research travel and immigration requirements. Ensure that they are all met and Visa applications are processed timeously.
  • Manage unforeseen travel changes.
  • Meeting Support

  • Conduct background research where required.
  • Prepare necessary documentation and brief relevant internal clients for meetings and engagements.
  • Action post-meeting deliverables and follow-up.
  • Finance Administration

  • Capturing the time recorded by the individual and / or other team members.
  • Ensure the timeous and accurate time recording of hours worked by fee earners and producing draft and final bills to clients for services rendered.
  • Compile covering letters and send out final bills to clients timeously.
  • Monitor outstanding accounts and assist the individual / credit controllers with debt collecting where necessary.
  • Processing reimbursement requisitions.
  • Relationship Building

  • Develop and maintain relationships with all levels of staff as a trusted resource.
  • Maintain strong working relationships with and have open and transparent communication between all members of the team.
  • Develop and maintain relationships with internal and external service providers so as to ensure quality of service delivery.
  • Flexibility to work overtime, including one weekend day per month, or change shift to meet requirements.
  • KEY ACCOUNTABILITIES - COORDINATION

  • Coordinate and allocate centralised secretarial services work submissions.
  • Coordinate and allocate specific secretarial services assignment requests.
  • Ensure that work submission and assignment request deadlines are met.
  • Contribute towards the development, enhancement and application of sound processes and procedures to support secretarial services.
  • Drive relevant secretarial services projects from time to time.
  • Attention to detail.
  • Interactive communication.
  • Taking initiative; providing support and being a team player.
  • Writing skills.
  • Flexibility and willingness.
  • Staying abreast of technology and software changes within the firm in order to be an 'expert' in document generation by attending all mandatory training.
  • Ability to juggle various tasks / assignments simultaneously.
  • Bowmans is committed to achieving the objectives set in its transformation charter, and the targets in its employment equity plan.

    All recruitment decisions will be taken with due consideration being given to these objectives.

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