Senior Assistant Officer: Legal Secretary (Post Level 12)
Job Details
- Employer: University of the Free State (UFS)
- Faculty: Faculty of Law
- Unit: UFS Law Clinic
- Job Title: Senior Assistant Officer: Legal Secretary
- Post Level: 12
- Job ID: 6551
- Contract Type: 3-year contract appointment
- Location: Bloemfontein Campus, Free State
- Salary: R403,692.54 – R506,869.63 per annum
- Assumption of Duty: As soon as possible
- Closing Date: 30 July 2026
Job Description
The Senior Assistant Officer: Legal Secretary will provide legal secretarial, administrative, client support, records management, financial administration and event coordination services to the UFS Law Clinic. The position requires a highly organised individual who can manage legal documentation, client records, schedules, office administration and confidential information in a professional and efficient manner.
Key Responsibilities
Legal Secretarial Support
- Draft, type, format and proofread legal correspondence, pleadings, memoranda, reports and other legal documents.
- Prepare court bundles, consultation files and legal documentation.
- Maintain accurate physical and electronic legal filing systems.
- Manage diaries for attorneys, candidate attorneys and the Law Clinic.
- Schedule consultations, meetings, court appearances and appointments.
- Open, update and close legal files correctly.
- Assist with issuing, serving and filing court documents.
- Track deadlines, court dates and filing dates.
Office Administration
- Manage reception and front-office functions.
- Attend to telephone calls, emails and client enquiries.
- 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 reports, statistics and operational information.
Client Administration and Support
- Receive and register clients according to Law Clinic procedures.
- Open client files and accurately capture client information.
- Maintain strict confidentiality of client information and legal matters.
- Assist clients with forms and administrative processes.
- Maintain proper records of consultations and case documentation.
- Provide administrative support during outreach programmes and community engagements.
Records and Information Management
- Maintain secure and organised filing and archiving systems.
- Ensure compliance with records management policies.
- Manage electronic document storage and backups.
- Track the movement of files and documents.
- Dispose of records according to approved procedures.
Financial and Administrative Assistance
- Process invoices, requisitions and administrative forms.
- Maintain expenditure and procurement records.
- Assist with travel and logistical arrangements.
- Support delegated budget administration processes.
Event Planning and Coordination
- Coordinate seminars, workshops, conferences and other Law Clinic events.
- Liaise with internal departments and external service providers.
- Manage event logistics, including venues, catering, travel and materials.
- Assist with post-event reporting and evaluation.
Requirements
- Grade 12 or National Vocational Certificate at NQF Level 4.
- At least 1 year’s experience in a legal environment or legal secretarial role.
Recommended Requirements
- Relevant qualification in:
- Office Administration
- Legal Secretarial Studies
- Office Management
- Paralegal Studies
- Or a related field
- Knowledge of legal administrative procedures and court processes.
- 2–5 years’ experience in a legal environment or legal secretarial role.
Key Competencies
- Strong organisational and administrative skills.
- Ability to manage multiple tasks and meet deadlines.
- Reliable, responsible and dependable.
- Proficiency in MS Office.
- Ability to follow rules, policies and procedures.
- High levels of motivation and enthusiasm.
- Strong communication and interpersonal skills.
- Ability to work cooperatively with others.
- Professional and confident when dealing with people.
- Ability to maintain confidentiality and handle sensitive information.
Benefits
Subject to specific conditions, benefits may include:
- Pension scheme
- Medical aid scheme
- Group life insurance
- Housing allowance
- Leave and sick leave
- Service bonus
- Study benefits
Closing Date: 30 July 2026