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22 Nov 2020

Permanent Legal Services Officer Vacancy

Joblink24 – Posted by JobLink24 Northern Cape, South Africa

Job Description

Legal Services Officer Vacancy

Job Title: Officer: Legal Services

Job Type: Permanent

Reference Number: SPU201112-19

Location:  Northern Cape

Closing Date: 2020/11/27


Job Description         

To develop the academic and administrative capacity of our University, the positions listed below are available and we are keen to receive applications from highly motivated and suitably qualified individuals.


  • Bachelor’s degree in law or equal
  • At least 2-3 years’ relevant experience
  • Computer literate – Strong MS Office suite
  • Duties & Responsibilities
  • Correspondence Handling
  • Receive all incoming emails and correspondence: own/school/department/ section
  • Keep records of all correspondence



  • 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
  • Co-ordinate meetings/functions / 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
  • Prepare bundles of documents for 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.
  • Assist at the front office / reception as required
  • Manage front office calls as required


Financial administration

  • Processing and monitoring purchases
  • Ordering stationary
  • Maintaining stock required for the School/Department
  • 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 purchase orders 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
  • Monitor, maintain and order office consumables


Assist with basic supporting all functions of the legal office, which may inter alia include:

  • Legal compliance
  • Resolution of Disputes
  • Providing guidance and advice
  • General Governance.
  • Ensure that all contracts receive for checking is numbered, logged on the contract

register, filed and presented to the Manager for checking.

  • Ensure that the contract register is updated on a daily basis.
  • Facilitating signature of contracts.
  • Ensuring original signed contracts are filed appropriately, scanned in and saved on the system.
  • Keeping a diary of expiry dates of contracts.
  • Sending alert emails to contract managers 3 months prior to expiry of contracts to inform them.
  • Co-ordinate liaison between schools/departments/sections and the Legal Office,
  • Respond to student/staff/visitor queries.
  • Screening and interpretation of all documents received pertaining to Student Disciplinary Matters.
  • Presenting documents to Manager with recommendation regarding proposed disciplinary action.
  • Drafting of charges
  • Issuing of notices of disciplinary hearings
  • Preparation of bundles of documents and all other associated documents
  • Keeping student disciplinary register up to date on a daily basis
  • Taking of minutes during student disciplinary hearings



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