Job Description

Role summary The incumbent will provide secretarial and administrative support to a director and supporting

associates within the Litigations Insurance team.

Team

Litigation Insurance, Johannesburg Key performance areas Effective diary management

• Ensure that the diary is up-to-date at all times and all requests for meetings from internal and

external stakeholders are scheduled, and effectively deal with conflicting appointments.

• Make sure meeting rooms, refreshments, IT equipment, travel arrangements and all other ad

hoc requests are arranged and in place prior to the start of meetings and/or teleconferences.

• Ensure all relevant meeting minutes, agendas and necessary information packs are collated and

circulated timeously to all meeting delegates as required.

• Coordinates directors' travel needs.

• Collate, produce and distribute documents and presentations.

• Completes work tasks accurately; pays attention to details and delivers high quality outcomes

• Adhere to house styles and formats.

• Ensure that all documentation is produced within specified deadlines and is of a high quality.

• Ensure timely distribution of documentation and to all stakeholders.

• Ensures efficient filing, closures and archiving in accordance with the firm's policies i.e. upholds

document filing and naming conventions; manages their authors' files as a substantive part of

every day.

• Maintains absolute confidentiality of client information.

• Assist with dictaphone typing for director and any of his associates / candidate attorneys

Monitor and attend to debtors books on a regular basis

• Draw an age analysis report on a regular basis.

• Attend to all administrative requirements pertaining to the practice's invoicing process.

• Proactively monitor and attend to all outstanding invoices on a timely basis.

Assist team members by regularly and accurately capturing time

• Proactively monitor unbilled time on a monthly basis and address queries with the relevant

associates and/or directors.

- Legal Secretary 2

• Ensure fees are debited on a regular basis on the system.

• Ensure journal entries are timeously captured and submitted to finance as soon as possible

once the month end billing process has been completed.

• Ensure tax invoices after month end billing are generated, fee narratives compiled, merged with

the tax invoice, and sent to the clients on or before the 10th business day of the following month.

• Ensure tax invoices and fee narratives are saved on iManage together with proof of transmission

to the clients.

• Ensure that statements are sent out to clients regularly and are followed up in respect of

expected payment dates.

• Check unbilled disbursements regularly and action accordingly.

Provide administrative support to the practice area's Business Development function

• Assist with the compilation of presentations, bid and tender documents.

• Ensure that client contact lists are up-to-date at all times, including InterAction

• Keep a database of information brochures and other relevant marketing material required.

• Accurately updates/adds clients to InterAction and appropriate mailing lists in a timely manner;

records change of authors in InterAction.

• Issues engagement letters promptly.

• Coordinates and liaises with the marketing group e.g. over presentations, tenders, information

packs, updates to the lawyers profiles/CVs.

• Assists with the production and collation of marketing materials.

Provide an effective office management and administrative support function

• Provide an administrative support function to all team members.

• Manages their own time efficiently; methodically organises work to process heavy workloads

and demand; maintains xe2x80x9cto-doxe2x80x9d lists.

• Monitors completion of tasks and deadlines; learns to delegate and ask for help when volume

is too high.

• Report and escalate all office maintenance and facilities issues and ensure appropriate follow

up.

• Manage your reporting director/s filing system and assist with overflow filing within the team.

• Complies with the practice's procedures in the delivery of their work.

• To support other members of the secretarial team and to provide cover as and when

necessary to ensure that work is completed to a high standard and meets the required

deadlines.

- Legal Secretary 3

• Ensure the correct use of all relevant electronic document management systems.

• Ensure that the team's archiving system is managed, and that archiving is done regularly.

• Assist clients with queries and escalate client queries to the relevant team members when

necessary.

• Keep abreast of the operations within the practice area to provide an effective client liaison

function to all internal and external stakeholders.

• Observe a professional telephone etiquette to internal and external clients at all times.

• Polite and prompt communication.

• Acts as a positive role model for other secretaries.

Job requirements

Qualification

• Grade 12; and

• A relevant secretarial qualification would be an advantage.

• Dictaphone typing

Experience xe2x80xa2 Minimum of 3-5 years legal secretarial; and

• Sound knowledge of MS Office (ie MS Word, Excel & PowerPoint).

Attributes and knowledge

• Good command of the English language, both verbal and written;

• Excellent organisational skills with attention to detail;

• Good interpersonal skills;

• Tact and discretion with the ability to maintain confidentiality;

• Ability to do Dictaphone typing accurately

• Ability to work in a team as well as independently;

• Conscientious, pro-active and service orientated;

• Punctual and reliable; xe2x80xa2 Strong work ethic;

• Ability to maintain discretion;

• Ability to work under pressure and meet deadlines; and

• Ability to work overtime when required from time to time as and when required.

- Legal Secretary 4

Diversity and Inclusion

At Norton Rose Fulbright we value diversity and promote a culture of respect for each individual. We encourage workforce diversity in all aspects and at all levels and in doing so create an environment where everyone can realise their full potential and career ambitions on the basis of merit and skill.

Norton Rose Fulbright Norton Rose Fulbright is a global legal practice. We provide the world's pre-eminent corporations and financial institutions with a full business law service. We have more than 4000 lawyers based in over 50 cities across Europe, the United States, Canada, Latin America, Asia, Australia, Africa, the Middle East and Central Asia. Recognized for our industry focus, we are strong across all the key industry sectors: financial institutions; energy; infrastructure, mining and commodities; transport; technology and innovation; and life sciences and healthcare. Wherever we are, we operate in accordance with our global business principles of quality, unity and integrity. We aim to provide the highest possible standard of legal service in each of our offices and to maintain that level of quality at every point of contact. Norton Rose Fulbright US LLP, Norton Rose Fulbright LLP, Norton Rose Fulbright Australia, Norton Rose Fulbright Canada LLP and Norton Rose Fulbright South Africa Inc are separate legal entities and all of them are members of Norton Rose Fulbright Verein, a Swiss verein. Norton Rose Fulbright Verein helps coordinate the activities of the members but does not itself provide legal services to clients. Should you meet the requirements for this position, please email your CV to RSAInternal.Recruitment@nortonrosefulbright.com Law around the world nortonrosefulbright.com

Salary: ZAR 0.00 - ZAR 0.00 ANNUAL

Duration: FULL_TIME

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