Administrative Assistant-Legal at HF Group

Overall Job Purpose

The Administrative Assistant-Legal will be responsible for assisting the Company Secretary in providing support services to Management, Business units, the Branch Network and the Board of Directors. The role holder will also assist all staff in the Company Secretary Division in providing support services to the business and to shareholders and to ensure that this is done efficiently and cost effectively, for maximum customer satisfaction.

Principle Accountabilities

ADMINISTRATIVE FUNCTIONS

• Receive, Record and act/distribute for action all in-coming mail
• Managing the office & booking meetings, appointments e.t.c for the team
• Responding to routine enquiries from customers
• Ensuring that all circulars addressed to the various Departments within the Division  are seen by all members of staff
• Maintaining up to date records & relevant registers in the Division
• Ensuring that there are adequate stocks of stationary & equipment
• In liaison with the Company Secretary, preparing & controlling the Divisional Budget
• Maintaining the filing system of the Division; filing correspondence as necessary
• Bring up of files for action and drafting reminders where necessary
• In liaison with the Company Secretary, convening Divisional meetings, taking minutes and keeping good records of meeting proceedings.
• Ensuring that the Offices in the Division are well secured & clean

CUSTOMER CARE                                                                                

• Answering & screening telephone calls
• Identifying the Division "Good Morning, HF Group CS Division, How may i help you?
• Giving messages & delivering correspondence promptly
• Knowing the daily schedules of staff in the Division & asking for any special instructions
• In liaison with the reception, showing each customer to a meeting room while they wait for their appointment & informing the Officer concerned that they are waitin

OTHERS

• Recording and maintaining the Safe Deposit Register
• Growing the safe custody client base, as agreed from time to time
• Recording & taking custody of security documents
• Accessing & retrieving documents from the security cabinets when required
• Drafting of Legal documents from approved templates e.g. conveyancing documents, Power of Attorneys (appointments and Revocations), Discharges of Charge & others as may be allocated from time to time
• Updating and keeping Bank’s Powers of Attorney’s data.
• Updating and maintaining the contracts data base
• Updating and maintaining the Legal Firms data base, Professional Indemnity and SLA contracts with external law firms
• Updating and maintaining the Litigation data base
• Updating/reminding branches on hearing dates for cases
• Ensuring th at witnesses attend court

Minimum Qualifications, Knowledge and Experience

• Bachelor’s Degree from a recognized University (a degree in a business related area will be preferable)
• Good working knowledge of Computer Packages
• Customer service training
• Knowledge of the provisions of the Banking act, Central Bank of Kenya act & the Capital Markets Authority Act and Regulations
• Knowledge of the Bank's Products & Services
• Knowledge of the Bank's Operating Procedures, Bank's policies & provisions of the Staff Manual

Key Competencies and Skills

• Analytical Skills
• Communication-oral and written
• Conceptual Skills
• Excellent Interpersonal Skills