Senior Assistant Officer: Legal Secretary; post level 12; appointment

Job Title

Senior Assistant Officer:
Legal Secretary (post level 12) (Contract appointment: 3 years) Job

Organizational Unit

University of the Free State ->
Faculty of Law -> UFS Law Clinic

Contract Type

Contract

Occupational Level

Semi-Skilled

Location

Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date

30/7/2026

Description

KINDLY TAKE

NOTE:

Applications may only be submitted online through the official UFS vacancy website:  - Applications submitted through any other platform will not be considered.

The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

Duties And Responsibilities

Legal Secretarial Support

• Draft, type, format and proofread legal correspondence, pleadings, memoranda, reports, notices and other legal documents.
• Prepare court bundles, consultation files and legal documentation.
• Maintain accurate filing systems for legal matters, both physical and electronic.
• Attend to diary management for attorneys and candidate attorneys and the FSHCR Law Clinic.
• Schedule consultations, meetings, court appearances and appointments.
• Ensure proper opening, updating and closing of legal files.
• Assist with the issuing, serving and filing of court documents where required.
• Record and track deadlines, court dates and filing dates.

Office Administration

• Manage the reception and front-office functions of the FSCHR Law Clinic.
• Attend to telephone calls, emails and client enquiries professionally.
• Maintain office records, registers and databases.
• Monitor office supplies and arrange procurement when necessary.
• Coordinate incoming and outgoing correspondence.
• Ensure the proper operation of office equipment and administrative systems.
• Assist with the preparation of reports, statistics and operational information.

Client administration and Support

• Receive and register clients in accordance with FSCHR Law Clinic procedures.
• Open client files and capture client information accurately.
• Maintain confidentiality of all client information and legal matters.
• Assist clients with completion of forms and administrative processes.
• Ensure proper recordkeeping of consultations and case documentation.
• Provide administrative support during outreach programmes or community engagements where applicable.

Records and Information Management

• Maintain secure and organised filing and archiving systems.
• Ensure compliance with institutional policies regarding records management.
• Manage electronic document storage and backups.
• Track movement of files and documents.
• Dispose of records in accordance with approved procedures.

Financial and Administrative Assistance

• Process invoices, requisitions and administrative forms.
• Maintain records of expenditure and procurement documentation.
• Assist with travel and logistical arrangements for staff.
• Support budget administration processes where delegated.

Event Planning and Coordination

• Coordinate and administer events, seminars, workshops, and conferences hosted by the FSCHR Law Clinic.
• Liaise with internal units and external service providers to ensure successful event delivery.
• Manage event logistics, including venues, catering, travel arrangements, and materials.
• Support post-event reporting and evaluation processes

Inherent Requirements

• Grade 12 or National Vocational Certificate on NQF Level 4 (attach a copy).
• A minimum of one (1) year’s experience in a legal environment or in a legal secretarial role.

Recommendations

• A relevant qualification in Office Administration, Legal Secretarial Studies, Office Management, Paralegal Studies, or related field (attach a copy).
• Sound knowledge of legal administrative procedures and court processes.
• Two (2) to five (5) years’ experience in a legal environment or in a legal secretarial role.

Competencies

• Required Competencies
• Results Orientated:
  The ability to set high standards, establish tough goals, and to work to achieve success.
• The ability to be reliable, responsible, dependable and to fulfil obligations.
• Strategic Thinking:
  The ability to deal with several activities at a time.
• The ability to be creative and open-minded when addressing work issues.
• Business…