The Management College of Southern Africa (MANCOSA), a DHET registered and CHE accredited private higher education distance education provider, offering undergraduate and postgraduate business qualifications, has the following vacancy available.
LEGAL ADMINISTRATOR – LEGAL AND POLICY – DURBAN
The core purpose of the job is to provide support and guidance to the Legal and Policy Department and report to the Legal and Policy Manager. To ensure efficient and effective support to the Legal Team for maximum output and to act as an intermediate between the Legal Division and Internal / External contacts. The Legal Administrator is expected to respond to all legal correspondence. The Legal Administrator is expected to contribute significantly to the broad goals and objectives of legal department and suggest plans for continuous improvement, keep abreast with the changing legislation pertinent to the institution with ongoing research and development.
At an operational level, the key purpose and function of this role is to:
• Develop and manage legal matters and cases;
• Undertake legal research to investigate legal matters;
• Undertake other duties in support of the Legal and Policy Division.
CORE FUNCTIONS INCLUDE
Full secretarial function for legal team or similar;
Setting up teleconferencing and video conferencing timeously;
Ordering stationery when necessary for Legal Department;
Collating contacts list and update regularly;
Typing of correspondence, lengthy, complex commercial agreements and legal documents;
Ensuring archiving of email folders and regular maintenance of such folders;
Handling and responding to correspondence when or similar, as required;
Liaising with domestic and international contacts;
Handling of ad-hoc queries when requested, taking, typing and circulation of minutes to meetings;
Coordinating and preparing presentations and similar documents;
Handling confidential correspondence and information;
Able to follow already established in-house work procedures and to identify and implement new procedures to improve efficiencies;
Diary management, filing, screening calls;
General legal office administration and management;
Coordinating legal meetings, newsletters and events,
Processing and managing incoming and outgoing post, telephone calls, e-mails and correspondence.
Proof reading legal documents and identification of errors;
Processing new legal instructions;
Forwarding instruction sheet for completion;
Tracking and collating instructions received;
Responding directly to queries.
Setting-up and maintaining filing system;
Opening files for each matter;
Ensuring closed files are archived;
Systematic filing and labelling of files preparing and maintaining a comprehensive database of all current and archived files;
Scanning original legal documents and saving electronically.
Good legal knowledge and understanding of legal terminology an advantage;
Preparing and typing of first drafts of agreements using in-house legal templates;
Collating and maintaining status reports for draft agreements;
Preparing agreements for signature;
Typing and formatting of documents and agreements;
Collating and updating legal matters status report;
Legal research using internet search engines and legal databases;
Preparing written communications.
Contracts and Compliance Management:
Managing the receipt of signed agreements;
Managing and updating contract databases;
Uploading signed agreements on the Legal Contract Library;
Reading through signed agreements and notifying responsible person/s within business of relevant clauses
Secretarial or professional PA qualification.
Paralegal Qualification (added advantage)
Proven track record as a senior secretary (legal)
Electronic and manual filing;
Familiarity with legal terminology an advantage;
3 years’ experience in similar function;
Excellent secretarial and administrative skills;
Relevant experience in a legal practice or legal corporate environment essential.
COMPETENCIES AND SKILLS
Solid working knowledge of the Higher Education Environment.
Advanced understanding of the programmes at MANCOSA and its associated admission and selection criteria.
Good understanding of the CHE rules and DHET requirements.
Ability to make objective decisions
Project and Applications management.
Demonstrate a high level of personal integrity, confidentiality and ethics and maintain professional standards throughout the Organisation.
Adhere to meeting deadlines and finalising all legal matters.
Confident and articulate.
Must be able to plan and work independently without supervision.
Organisational, administrative and coordination skills.
Communication skills, both verbal and written proficiency in the English language.
Deadline-driven and results driven.
Computer literacy, Advanced PC literacy on all MS Word applications (including Windows, PowerPoint, Outlook and Excel);
Electronic Database management.
Extreme accuracy and attention to detail is a material pre-requisite.
Methodical implementation skills.
Ability to deal with international/national contacts and matters.
Ability to deal at Executive level.
Positive, diligent and hard worker.
Ability to prioritise and co-ordinate work.
Initiating action, follow up and time management;
Customer focus; Quality orientation; Decision Making.
Stress tolerance and conflict resolution; Problem solving and analytical skills.
Team player with easy-going personality is essential.
After hours and Saturday work may be required.
Special or ad-hoc projects may be allocated as determined by the institution’s operational requirements.