Assistant Secretary 220 views

Duties and responsibilities

The Assistant Secretary will have the following duties and responsibilities: Updating the Members’ register (electronic and hard copy); Receiving applications for registration and recording them into the registration book and update the same; Open files for the member to be registered and circulate the application for registrations for members’ comments using the determined template; Carrying out background checks on all application for registrations as part of due diligence; Dispatch application for registration correspondences to the applicants with the endorsement certificate issued by the Executive Secretary; Follow up on court orders and certificates of registration from the applicants and transmitting the same to the Departmental Secretary and Registry Clerk for updating of the Members’ register; Assists with complaints handling and case management, including case diarisation for allocated matters and all other correspondences to be dispatched to the DEC; Data capturing and maintenance of the Law Society of Zimbabwe database (both complaints and members’ database) – including all hard copy information / correspondences into the system and the conveying of the same to the relevant officers; Maintaining the Regulation Registry filing, retrieving and tracing unreturned files; Assisting in the physical and electronic archiving; File the Personal Details Forms (PDFs) and update the members’ details on the Electronic Member; Management System (MMS); Carrying out any other duties as assigned.

Qualifications And Experience

Key attributes

At least four (4) years in a similar environment or a law firm set up; Experience in law firm or legal affairs administration a must; Excellent typing skills, accuracy and completeness; Ability to work under pressure; Excellent organisational skills; Excellent communication skills; Information management skills including excellent filing and diarisation of cases; Ability to handle sensitive information with utmost confidentiality; Ability to complete tasks with minimum supervision.

Minimum requirements

At least five (5) O levels including English; Higher National Diploma in Secretarial studies from a recognised institution; An administration degree will be an added advantage; Computer proficiency including Microsoft Office packages (in particular Word, Excel, PowerPoint, Publisher), Database and Internet, emailing.