Job Description

Main purpose of the job:

• The Legal Administrative Officer provides comprehensive administrative support to the legal department
• This role involves managing legal documents, maintaining records, reporting and ensuring the efficient operation of the office

Location:

• Parktown - Johannesburg

Key performance areas:

• Regularly check and administer the central mailbox for incoming emails throughout the workday
• Ensure all emails are acknowledged and processed promptly and within prescribed turnaround times
• Sort and categorise emails based on urgency, importance, and relevance
• Prioritise emails that require immediate attention or action
• Respond to general inquiries and redirect specific queries to the appropriate team members
• Follow up on pending issues and ensure timely resolution
• Communicate effectively with legal team members to relay pertinent information received via the central mailbox
• Enter relevant information into the legal contract tracker promptly and accurately
• Ensure all data fields are completed and updated as necessary
• Identify missing or outstanding documents required for contract completion
• Request outstanding documents from relevant parties in a timely manner
• Generate and distribute weekly reports reflecting the current workload
• Include details on the status of each contract and allocation of tasks to team members
• Collaborate with legal team members to gather necessary information for tracker updates
• Communicate effectively with internal and external stakeholders to ensure document requests are fulfilled
• Answer and direct phone calls and respond to inquiries in a professional manner
• Prepare regular reports on contract status, upcoming deadlines, and other relevant metrics
• Distribute reports to the contracts team and other relevant parties as needed
• Perform general administrative tasks such as photocopying and scanning
• Coordinate logistics for meetings, including preparing agendas, booking meeting rooms, and arranging for necessary equipment

Required minimum education and training:

• NQF 5 level Diploma in Law or related field

Required minimum work experience:

• Minimum of 5 years' experience in legal administration or other administration

Desirable additional education, work experience and personal abilities:

• Must have strong analytical skills to review legal documents and identify key issues
• Exceptional time management to prioritise multiple tasks, and adaptability to changing priorities
• A keen eye for detail to ensure accuracy and compliance, strong ethical judgment to maintain confidentiality, and proactive problem-solving abilities
• Excellent interpersonal and communication skills are crucial for building relationships
• Organisational skills are essential for implementing efficient processes, and cultural competence is important for respectful interactions in diverse environments
• High attention to detail, maintaining confidentiality, excellent time and stress management, strong communication and organisational skills, technological proficiency, research and analytical abilities, adaptability, ethical judgment, and effective client interaction

TO APPLY:

• Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
• Please Apply Online and complete your registration on Ditto Hire (our application tracking system) to enable and protect you as a candidate to accept the new POPIA terms and conditions. This will then create your permanent profile with which you can apply for all jobs as advertised by AJ PERSONNEL. However, you may remove your profile from AJ PERSONNEL when you are no longer in the job market.
• Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
• The closing date for all applications: 07 August 2024.
• Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

• AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
• Wits Health Consortium will only respond to shortlisted candidates.
• Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
• AJ Personnel does not have any salary or other information regarding the position.

AJ Personnel