Legal Secretary at Motor Industry Bargaining Council

Duties and Responsibilities

• Coordinates the legal administrative process in any claims instituted as a result of legal action
• Compile; type and collate relevant legal documents and forms.
• Peruse files and flag relevant information for the Legal Liaison Manager and SSC Legal Officer
• Maintain a follow up system on all legal matters and ensure timeous submission thereof
• Mail, fax and arrange delivery of legal correspondence to external Attorneys and relevant stake holders.
• Organize and maintain documents and case files.
• Submit required documentation and forms timeously to the relevant departments and third parties.
• Update and capture data on the Legal system where required.
• Make photocopies of correspondence, documents and other printed matters
• Assist Legal liaison Manager and the Legal officer in collecting information on pertinent matters and other records.
• Handle queries related to cases, legal documents and forms.
• Prepare files for trial, paginate and index
• Responsible for Legal Liaison manager and the Legal Officer diary
• Prepare the agenda and take minutes for the Legal Liaison Managers meetings.
• Prepare the agenda and take minutes for the Legal Liaison Managers ’workshops.
• Administer matters presented to the board for write offs’/reversals and ensure that all supporting documents for the matters to be written off are delivered by the regions to SSC within the recommended times and filed appropriately.
• Assist with the execution matters supporting documents to Attorney and ensure that files gets delivered to the Attorney within the required time frames.
• Follow up with the Legal Officers in the Regions on matters to be submitted.
• Assist to compile reports to be presented to relevant Boards within the recommended deadline.
• Compile monthly report for Board meetings as well as management meetings.
• Type any legal documents to the specification of Legal Liaison Manager and the Legal Officers
• Generate and create receipt and PO’s in X3 system for the approval of the Legal liaison manager, approvals.
• Track expenditure from the legal Liaison managers budget and aligned expenses with the budget.
• Attend to any adhoc duties for Legal liaison manager and the Legal Officers
• Attend to Sheriff matters

Knowledge / Experience / Skills / Abilities

• Experience with typing legal documents and forms.
• Ability to withstand pressure and provide the internal clients/customers with above average services
• Ability to overcome obstacles and meet targets and deadlines, thereby producing the specified results
• Ability to work independently and use initiative along with problem solving abilities
• Ability to build strong effective relationships with all stakeholders, i.e. existing clients and potential clients as well as internal stakeholders, i.e. colleagues and management
• Adopt appropriate interpersonal style in achieving task accomplishment, modifying behavior according to tasks and individuals involved
• Customer orientated behaviour
• Must be a good team player and achieve objectives as set out by supervisor
• Must be meticulous in carrying out tasks/instructions etc
• Must have interpersonal and telephone and email etiquette skills
• Must have good listening skills and attention to detail
• Basic report writing skills
• Query resolution skills

Qualifications

• Matric (Grade 12) required
• Paralegal qualification required
• Excellent typing skills
• Experience in a legal secretarial position is essential, either as a para legal for three years or having worked in the Legal Firm for not less than three years.
• Knowledge of law, legal codes, court procedures, precedents, executive orders , agency rules and legal recovery processes
• Advance computer literacy.
• Query resolution skills
• Knowledge of administrative and clerical procedures and systems i.e. managing files and records and other office procedures and terminology