TM Renewals Assistant Manager at Adams & Adams

Duties and responsibilities

Supervision

• Ensures team members achieve performance objectives as set out in profile/performance agreement        
• Establishes unit vision and direction and motivates/inspires team members to follow suit        
• Evaluates team processes and obstacles and adapts processes to enhance delivery and performance of team  
• Fosters good morale within the team     
• Gives proper guidance to team members       
• Implements and ensures adherence to HR policies and procedures with regard to staff management
• Negotiates, agrees and approves leave requests on ESS    
• Takes responsibility for team members' performance
• Acts as stand-in for senior and junior team members, when required    
• Adapts quickly and effectively to any changes even those outside his/her control 
• Conducts and documents formal performance reviews annually
• Constructively criticises when required, so underperformers are re-motivated to do better       
• Ensures each team member has a personal development plan and allows them the opportunity to develop themselves

Instructions to Prosecution Partners

• Send instructions to Prosecution Partners to update instructing and debiting agents accordingly on Patricia
• Send instructions to Prosecution Partners to update SI according to clients' requirements 

Client Service

• Builds effective rapport/relationships with clients and treats them as business partners
• Actively seeks and listens to clients' needs, suggestions and feedback        
• Takes a genuine interest in clients and shows energy and enthusiasm in satisfying their needs       
• Consistently meets, and at every possible opportunity, exceeds client expectations   
• Committed to continuous improvement of service    
• Responds to client queries and complaints promptly and effectively    
• Readily re-adjust priorities to respond to pressing and changing demands        
• Expeditiously escalates those issues and problems which cannot be resolved to higher levels of authority      

​​​​​​​Financial Administration

• Ensures all relevant items in WIP are gathered by the end of each month    
• Keeps record of invoices and credit notes created to ensure they have been approved, finalised and dispatched by month-end   

Communication             

• Communicates in a professional, clear, logical manner, with enthusiasm and confidence         
• Communicates key issues in a timely and accurate manner         
• Communicates openly and honestly, and promotes an open exchange of ideas    
• Listens effectively without interrupting    
• Uses language appropriate to required standard     

​​​​​​​​​​​​​​Financial Practice Management

• Debtors - receive client instructions and distribute amongst Paralegals to resolve invoice issues        
• Send WIP reports to Paralegals to finalise invoices     
• Receive prebill report and distribute amongst Paralegals to finalise within 2 working days

Query Management 

• Completes processing of queries accurately   
• Regularly follows up on unresolved queries and provides feedback     
• Ensures information provided is 100% accurate
• Ensures processing in line with clients' instructions and adheres to Firm policies and procedures        
• Responds promptly and effectively to information requests and queries   
• Assists with follow-up on outstanding / correction of Renewal Certificates from CIPC        

Reporting

• Prepares internal, external, departmental, ad hoc (status) report(s) according to set deadlines and frequency required 

Professionalism

• Adheres to Firm dress code at all times  
• Adheres to all Firm policies  
• Conducts self in a calm and constructive manner at all times      
• Consults others who can assist in problem-solving to avoid procrastinating
• Deals with problems pro-actively before they need to be escalated    
• Demonstrates appropriate telephone etiquette        
• Is sensitive to individual differences        
• Maintains confidentiality at all times       
• Treats others with respect and dignity (courteousness)        
• Maintains professional client and stakeholder relations by demonstrating appropriate behaviour   
• Receives and consults with colleagues, clients and/or visitors in a professional manner
• Is punctual and uses time efficiently       
• Accepts responsibility for own failures and mistakes, and strives to learn from mistakes   

Initiative/Proactivity

• Actively attempts to influence events and instigates action without prompting       
• Open closed matters on Patricia and mark CMS active for urgent renewals
• Deals with problems pro-actively before they need to be escalated    
• Consults others who can assist in problem-solving to avoid procrastinating
• Always seeks to challenge traditional assumptions and improve the way things are done 
• Anticipates and responds to future needs and opportunities and seizes opportunities when they arise       
• Anticipates problems and pro-actively develops contingency plans     
• Keeps current on legal developments in area of specialisation    
• Recognises and generates innovative/imaginative solutions to problems/challenges

 Record keeping

• Accurately captures and updates data on relevant electronic systems as required   
• Update electronic records with correspondence immediately and accurately according to departmental and Firm policies and procedures     
• Keeps relevant electronic databases updated at all times 

​​​​​​​​​​​​​​Coaching / Mentoring

• Makes time to coach employees and help them improve their work performance
• Effectively assist new staff with correct procedures   
• Uses recognition and praise to encourage progress and competency achievement
• Completes ad hoc tasks within area of own accountability when necessary
• Meets with employee(s) one-on-one on a regular basis to discuss their work progress and development needs   
• Provides honest, balanced and constructive feedback

Qualification/s

• Matric/ National Diploma or equivalent qualification
• Secretarial Diploma/Certificate (preferably legal)
• 2+ yrs relevant experience as a secretary
• Computer Literacy