Job Opportunities at Legal Aid South Africa

KEY OUTPUTS

• Manage the local office processes in respect of finance, human resources, communications and legal administration within a matrix environment.
• Manage administrative functions from a compliance and operational effectiveness approach.
• Management of the local office Manual and Standard Operating Procedures (SOPs) for the local office and advise on application.
• Ensure the implementation of new/revised Policies and Procedures and monitor adherence thereof.
• Together with the management team, identify risks facing the office and ensure effective mitigation against such risks.
• Management oversight of Business Intelligence (BI) reports to accurately reflect the status of strategy implementation.
• Management and monitoring of local office contracts to ensure compliance and value for money.
• Management and monitoring of the correct use of petty cash.
• Management of infrastructure and fixed assets.
• Manage procurement and payments (sourcing quotes from suppliers, processing of invoices, orders, et cetera).
• Management of over and under expenditure to ensure budgetary control.
• Efficient vehicle and fleet management.
• Manage a diverse team to ensure efficiencies and accountability.

COMPETENCIES (SKILLS, KNOWLEDGE & ATTRIBUTES) REQUIRED                    

• National Senior/Matric certificate, plus three (3) year Financial Management/Accounting tertiary qualification (NQF 6/National Diploma).
• Supply Chain Management qualification will be advantageous.
• A valid driver’s licence.
• Five (5) years of administrative experience.
• Two (2) years of relevant management experience.
• Supply Chain Management experience.
• Understanding and application of basic computer software packages.
• Ability to develop and implement operational plans.
• Leadership and problem-solving skills.
• Resource and risk management.
• Business writing and project management skills.
• Ability to compile and interpret reports and statistics.
• Knowledge of the core administration, human resources, communication and financial disciplines and how to implement and leverage these within a matrix business environment: for example; working knowledge of the Constitution, Public Finance Management Act (PFMA), National Treasury Regulations, Legal Aid SA Act and other relevant Statutes.
• Working knowledge of all employment-related Acts and functional ability in utilisation of electronic systems and technologies.

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KEY OUTPUTS

• To provide administrative and secretarial support to the civil unit in accordance with Legal Aid SA policies, procedures and standards.
• Carry out the civil units’ administrative function effectively.
• Provide efficient secretarial support to the civil unit.
• Obtain, source, type, proofread, make copies and distribute according to instructions received.
• Co-ordinate and monitor all civil units’ administrative matters.
• Participate and provide support to implement an effective filing and diary system to ensure that the civil unit addresses matters on behalf of clients and the availability of the practitioner.
• Assist legal practitioners with all ancillary matters to the preparation and presentation of cases.
• Develop and maintain a system to ensure that receipt of documents emanating from other units and/or offices is acknowledged.
• Develop a system to ensure that documents received from opponent attorneys are received and distributed to the relevant practitioner, timeously.
• Develop a system to record sensitive documents and to ensure same-day distribution of these documents.
• Gather the required information and arrange for consultative interviews.
• Assist with the completion of routine forms for legal practitioners and ensure that they are submitted for approval.
• Maintain and update meeting schedules.
• Maintain record keeping and filing system.
• Ensure that reports and documentation are timeously sent/delivered to the relevant people.
• Ensure that physical assets are reconciled to each individual office list at the office on a monthly basis.
• Maintenance and issuing of stationery in accordance with relevant Legal Aid SA procedures.
• Maintain attendance registers in accordance with the Legal Aid SA Human Resources Policy.
• Maintain a register of mail items and court documents sent by Docex and track their delivery.
• Maintain a register of documents sent to the High Court Unit, Strategic Litigation Unit and Senior Litigator.
• Maintain a list with regular fax numbers and double-check with customers to determine full instructions for handling of faxes with full adherence to customer instructions.
• Always attach successful transmission reports to sent faxes.
• Attend to photocopying and binding of documents as required.
• Attend to the proper allocation of duplication/stationery costs as per Legal Aid SA policies/procedures.
• Assist with the accurate completion of practitioner Matter Activity Reports (MARs) and updating of any web pages designed to capture information for the civil unit.
• Keep handy the complete list of all relevant contact numbers for office personnel and major customers/role players at all times.
• Adhere to proper telephone etiquette and accurate taking and conveying of messages at all times.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED              

• National Senior/Matric certificate.
• Minimum one (1) year of relevant admin and secretarial experience within a legal environment.
• Understanding and application of basic computer software packages.
• Good written and verbal communication skills.
• Attention to detail.

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KEY OUTPUTS

• Support the office’s legal staff by providing paralegal services to people qualifying for legal aid.
• Identify and solve matters that are not of a litigious nature.
• Identify cases of a litigious nature and hand over to legal practitioners.
• Handle legal administration.
• Keep the client database up to date.
• Conduct interviews with people applying for legal assistance.
• Assist clients with the completion of forms.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED

• National Senior/Matric certificate and a 1-year paralegal qualification.
• Computer literacy.
• Experience in land rights matters.
• Attention to detail.
• Ability to relate at all levels.
• Excellent communication skills (verbal and written).
• A valid unendorsed code 8 driver’s licence is an advantage.

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KEY OUTPUTS

• To support legal practitioners and office operations by providing an administrative support service in accordance with Legal Aid SA’s policies, procedures and standards.
• Maintain the record-keeping and filing system of the office.
• Perform office administration, switchboard, typing and filing duties.
• Maintain Asset Register.
• Distribute reports and other documentation.
• Information management/data capturing.
• Human resources and procurement administration.
• Practice sound customer relations.

COMPETENCIES (SKILLS, KNOWLEDGE AND ATTRIBUTES) REQUIRED                                                                                                                                          

• National Senior/Matric Certificate.
• A minimum of one (1) year of relevant administrative experience.
• Understanding and application of basic computer software packages.
• Good written and verbal communication skills.
• Attention to detail.