Secretary, Legal
stanard bank
Johannesburg
6d ago

Job Details

Legal : guidance across all areas and geographies to ensure : every transaction is appropriately negotiated, documented and implemented, losses arising from litigation are minimised, and legal issues carrying negative reputational consequences are avoided.

Job Purpose

Provide general administrative support, secretarial functions and meeting coordination for the effective running of Corporate Functions & PBB Legal (known as Group Legal).

Attend timeously to queries addressed to Legal Heads and Legal Managers and ensure quality delivery of legal documents and reports.

Prepare and maintain files, to support the Legal Heads and Managers in Group Legal and assist them in the management of their portfolios.

Assist with the management of projects as and when required. Manage invoices from external legal resources and dispatch them to business units supported by Group Legal Heads and Managers.

Key Responsibilities / Accountabilities

General Secretarial Support :

  • Open new files and file documents / communication received or sent with consideration to efficiency, effectiveness, quality, accuracy and stakeholder satisfaction (internal and external if applicable).
  • Print, fax, photocopy and scan documents with consideration to efficiency, effectiveness, quality, accuracy, urgency (where applicable) and stakeholder satisfaction (internal and external if applicable).
  • Obtain the required authority and ensuring timeous payment of invoices.
  • Manage invoices from external legal resources and dispatch them to business units supported by Group Legal.
  • Type and format agreements using Legal Styles with consideration to efficiency, effectiveness, quality and accuracy.
  • Type agreements, correspondence, memos, emails with consideration to efficiency, effectiveness, quality, accuracy and stakeholder satisfaction (internal and external if applicable).
  • Plan and prioritise daily activities and ensure that deadlines are met.
  • Proactively and independently resolve office problems / requests by logging a call and following up on it.
  • Document Management : Create and maintain an effective filing system and ensure that all records are filed and kept up to date.
  • Attend to archiving of files with Metrofile.
  • Diary & Telephone Management :

  • Maintenance of diary in electronic format.
  • Arrange meetings and meeting rooms with consideration to efficiency, effectiveness, and quality, accuracy and stakeholder satisfaction (internal and external if applicable).
  • Book meeting rooms, access and parking with consideration to efficiency, effectiveness, quality, accuracy and stakeholder satisfaction (internal and external if applicable).
  • Book training workshops for staff members with consideration to efficiency, effectiveness, quality, accuracy and stakeholder satisfaction (internal and external if applicable).
  • Attend to inward / outward communication by telephone, fax, e-mail, courier services, mail.
  • Provide and facilitate Office Administration

  • Set up and manage meetings for Group Legal.
  • Facilitate the payment of invoices and staff claims.
  • Ensure that photocopiers and printers are operational at all times.
  • Prepare power point presentations for Group Legal members.
  • Attend to general correspondence.
  • Collect visitors from reception and take them to the meeting room.
  • Book suitable venues for both internal and external meetings.
  • Arrange both access and parking for external stakeholders.
  • Assist in the management and delivery of assigned projects.
  • Track and manage project activities, providing frequent feedback to the responsible Legal Manager.
  • Build relationships with project stakeholders.
  • Report Schedules

  • Manage the report schedules file, requesting updated report schedules on a monthly basis, format each report schedule in the agreed format and style and hand to the responsible chairperson on the Friday before the Group Legal meeting.
  • Standard Bank Group and Standard Bank’s legal policies, guidelines, frameworks and processes.

  • Comply with Standard Bank Group and Standard Bank’s legal policies, guidelines, frameworks and processes from time to time.
  • Assist in preparing legal reports for tabling at various committees Assist to prepare Group Legal Reports to send to Group on a monthly basis.
  • Preferred Qualification and Experience

    Matric

    Secretarial Diploma or other tertiary qualification of certification is required.

    Legal Secretarial Training

    Experience

    5 Years Experience as a legal secretary / assistant.

    Advanced and extensive knowledge of Microsoft Office, Excel, exceptional typing skills (speed and accuracy), high regard for confidentiality, ability to work under pressure, ability to work with other personals assistants / legal assistants and take instructions from a team of lawyers.

    To remain professional in all engagements.

    Exposure to Legal drafting will be advantageous.

    Knowledge / Technical Skills / Expertise

    Technical Competencies

  • Exceptional typing skills speed and accuracy is essential
  • Extensive knowledge and use of track changes in amending agreements and documents
  • The ability to coordinate multiple administrative activities in to enable the efficient operations of a department.
  • Applications Microsoft Office Suite, Ability to use Microsoft Office : Word, Excel, PowerPoint and Outlook.
  • Project Administration Skills ,The ability to compile documents, schedule meetings, update project plans, coordinate feedback and organise project related records.
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