Legal Officer at Sol Plaatje University

Sol Plaatje University was established to provide high quality learning, teaching, research and community engagement activities in a Higher Education context. Based in Kimberley in the Northern Cape, our University is ambitious about its intellectual contributions to and engagements with people in the region and beyond. In developing the academic and administrative capacity of our University, the position listed below is available and we are keen to receive applications from highly motivated and suitably qualified individuals.

Duties & Responsibilities

Correspondence Handling

• Receive all incoming emails and correspondence: own/school/department/ section
• Keep records of all correspondence

Typing

• Type correspondence, memoranda, agendas and letters generated by the Department
• Preparation of power point slides where required Meeting Administration
• Compile and circulate dates of all meetings / hearings
• Type meeting agendas and distribute
• Take minutes, type and distribute to relevant individuals
• Preparation of general documentation for hearings / meetings (i.e. bundles of documents, attendance registers, etc.)

General Administration

• Coordinate maintenance of office equipment
• Maintaining a logical, methodical filing system that is accessible
• Do photocopying for the section
• Make travel arrangements for staff and third parties as appropriate
• Co-ordinate and set up meetings / hearings
• Maintain stock levels of office stationery and consumables

Database Administration

• Collate and compile information for inputting on the registers (contract register, student discipline register)
• Check data for accuracy
• Update data and database weekly Telephone Coverage
• Answer the section’s telephone and route calls accordingly
• Screen all calls for the Head of Department
• Take messages
• Respond to voicemail messages
• Handle the manager’s diary
• Set up meetings and venues via the electronic diary
• Ensuring venues are available for meetings / hearings
• Facilitating catering for meetings / hearings where relevant.

Financial administration

• Processing and monitoring purchases
• Ordering stationery
• Implement and maintain a relevant document management system in relation to the procurement function
• Receive purchase order requests from relevant parties
• Ensure that all PO requests are signed off by the designated signatories and obtain approval
• Initiating requisitions for acquisition of goods and services on behalf of the Legal Office in accordance with relevant policies and procedures
• Communicate with all vendors regarding outstanding deliveries and payment procedure
• Clearing unpaid PO’s monthly
• Maintain and reconcile vendor accounts Liaise with creditors regarding queries
• Follow up on invoices for payment
• Submit invoices for payment to the required office Co-ordinate liaison between schools/departments/sections
• Respond to student/staff/visitor queries Monitoring and updating the asset register

Position Specification

Minimum Requirements

• Grade 12
• 1-2 years’ experience
• 3 to 4 years related experience
• Computer literate

Recommendations

Recommendations

• Paralegal certificate will be advantageous
• Strong proficiency in MS Office suite Competencies
• Administrative / professional / job knowledge and skills
• Information monitoring and management
• Planning and organizing
• Attention to detail
• Communication (verbal & written)
• Teamwork
• Work standards
• Client services orientation
• Building interpersonal relationships
• Adaptability
• Stress tolerance
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