Assistant Secretary

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.

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.