Administrative Assistant, Legal Department at Aga Khan University Hospital

Job Purpose

• Provision of critical administrative and secretarial support to the Legal Department, supporting the lawyers through discharging secretarial and administrative duties and other activities.

Key Responsibilities:

• Relieve the lawyers of all administrative work which includes organising for stationery, filing documents/emails, photocopying, printing, ensuring workstations are tidy etc.
• Establishing and maintaining an organised filing system, monitoring all legal cases including the Daily Cause List and alerting lawyers on all court deadlines and court dates, documenting actions; inputting information into file database and confirming case status with the Lawyers. 
• Updating the schedules including but not limited to those that relate to guarantees, titles deeds, motor vehicle logbooks, resolutions, assets, memoranda of understanding, leases, contracts, ongoing cases, closed cases, and notifying lawyers on all renewal dates.
• Facilitating execution of key documents including but not limited to contracts, resolutions, memoranda of understanding, leases and others.
• Assisting in preparing correspondence and internal communications for the Legal Department and dispatching and delivering mails and resolutions to both internal and external parties.
• Assist in facilitating transportation for lawyers and witnesses to court as well as attending court sessions when lawyers are unavailable.
• Handling all telephone calls and inquiries on behalf of the Legal Department including receiving court summons and service of documents.
• Assisting in scheduling appointments/meetings for the Legal Department and routinely handle bring ups.
• Assisting in file location, retrieval and in closing files.
• Arranging travel in liaison with the transport department including preparing the itineraries, trip files and supplies.
• To ensure reimbursement of regular expenses to the lawyers according to the institutional policies on reimbursements.
• To assist in compiling all internal and external reports and any other duties as may be required from time to time.

 
Qualifications, experience, and skills requirements

• Minimum of a diploma in secretarial studies; a degree in office administration will be an added advantage
• Must be proficient in MS office, MS Word, MS Excel, MS PowerPoint.  
• At least three (3) years of experience preferably in secretarial/administrative role in a busy law firm or legal department.
• Ability to work under pressure with minimal supervision.
• Good written and verbal communication skills
• Excellent interpersonal skills and team player
• Good organisational and time management skills and ability to prioritize tasks.
• Initiative, flexibility and able to work long hours when required
• Must be trustworthy with good work ethics and high level of integrity

Closing Date: 18/06/2023