Secretary III at Adams & Adams

Duties and responsibilities

• Dealing with Patent Court, High Court (Designs) and Appeal Court matters
• Drafting routine affidavits, notices and applications
• Collating (and copying) of annexure for affidavits/other documents
• Finalising affidavits and pleadings for signature
• Arranging for and attending to signing of documents
• Preparation of basic forms for filing with Registrar
• Drawing of revenue stamps
• Arranging for services on High Court and Registrar of the Patents Court
• Assisting with preparing of litigation papers as well as paginating and indexing of such papers
• Filing in files and on worksite and maintaining court, counsel and own records
• Writing of routine letters to clients/Registrar (restorations of patents)
• Typing/editing of documents/faxes/letters for partner, as well as for PA’s and CA’s allocated to partner (dictation and copy typing)
• Typing of correspondence and claims
• Typing and sending of claim vettings
• Assisting with preparing and filing of amendments (when required)
• Billing files, including preparing full billing data and costing (and notation) of files
• Attending to credit Notes and dealing with account queries
• Requisition cheques /electronic transfers for payment of agents/service providers/etc
• Arranging for deposit of cheques (payments) into agents’ bank accounts
• Following up on overdue payments from clients
• Clearing of suspense list on an ongoing basis
• Opening new files on Litigation computer system
• Large volumes of dictation work
• Answering telephone and screening calls
• Liaising with clients telephonically and in person
• Liaise with clients/agents from time to time to set up consultations
• Arranging venue/s for consultations
• Sending and receiving e-mail
• Photocopying of various documents
• Scanning of documents to dispatch with e-mail messages
• Ordering stationery
• Making travel arrangements (book air tickets, rented vehicles, hotel bookings, claim refunds)

Requirements

Skills and knowledge

• High level of initiative and being pro-active in the practice
• Ability to prioritize and deal with urgent matters promptly and efficiently
• Solid understanding of relevant legislation
• Ability to work independently, to work under pressure, to use initiative and meet deadlines
• Good administrative skills
• Must be flexible regarding time
• Excellent communication skills
• Computer literate in MS Office Suite
• Typing speed of 60+wpm

Qualification/s

• Matric/National diploma or equivalent qualification
• Secretarial Diploma or equivalent experience
• Excellent typing skills
• At least 5 years experience in a similar or High court litigation background