Legal Secretary at Sanlam Group

What will you do?

• To provide a range of secretarial, administration and paralegal support services to the in-house team of legal advisors and professionals
• What will make you successful in this role?
• Word Processing & Filing 
• Type, check and file all legal documentation & correspondence, including complex and lengthy legal agreements. This may include transcription of dictated or record information. 
• Apply standard templates and customise house templates as required.
• Redline complex agreements.
• Prepare execution versions of agreements. This includes differentiating between new documents and document versions.
• Type up organograms.
• Prepare PowerPoint presentations / displays. 
• Check documentation to identify, query and if required rectify errors and/or inconsistencies with house rules and standard legal practice. 
• Re-format and re-phrase typed documents where necessary. 
• Scan relevant documentation. 
• Save all relevant e-mail correspondence.
• File all documentation and relevant correspondence in date and time order with established naming conventions. 
• Access and retrieve filed information requested.

Legal Administration

• Draft basic agreements and other routine documentation and correspondence e.g., general letters and/or e-mails in line with established precedents and practices.
• Check agreements for consistency in the application of legal terminology and check cross referencing, especially where changes have been made.
• Assist with the collation, preparation and filing of matter and client related documents. 
• Check to ensure that all requisite documentation requirements are in order. 
• Follow up with clients and other parties to ensure that outstanding documentation is received. 
• Prepare transaction bibles. 
• Close matters and archive files.
• Research relevant areas of the law where required. 

Invoicing & Collections 

• Gather and provide requisite FICA information from clients and/or parties responsible for invoice payments. 
• Check and assist Finance with account allocations if required.
• Process expenses as authorised. 

General

• General office support 
• Schedule and confirm diary appointments as requested. 
• Take minutes and notes of meetings when required. 
• Arrange conference call facilities. 
• Arrange catering requirements for meetings. 
• Arrange logistics for conferences and general travel i.e., venue, travel, catering, accommodation, presentation and documentation requirements. 
• Order and distribute stationery for the team. 

Teamwork

• Support others in the team when own work is complete.
• Maintain a collaborative working relationship with other support areas in the company e.g., IT, Finance, HR, and Marketing.

Qualification and Experience

• Grade 12 with 5 to 6 years related experience or Degree with 2 to 3 years related experience.

Knowledge and Skills

• Secretarial Support
• Administration
• Manages various Stakeholder queries and support
• Reservation Management

Personal Attributes

• Communicates effectively - Contributing independently
• Plans and aligns - Contributing independently
• Action orientated - Contributing independently
• Optimises work processes - Contributing independently