Administrator, Legal at Standard Bank Group

Job Purpose

• To provide end-to-end secretarial and business support to a Legal team and Executive(s) by acting as the first point of contact to ensure that all end to end administrative and other Legal team requirements are handled within the required timeframes and standards.

Key Responsibilities

Essential Functions

• Act as a recipient for Legal process served physically and / or electronically on Standard Bank’s registered legal address and direct it internally, as appropriate.
• Compile and review expense claims of the line manager’s direct reports, highlight key concerns and present to the line manager for approval.
• Compile meeting packs and presentations, including the printing and binding, to be distributed prior to meetings.
• Co-ordinate and arrange all travel and transportation requirements, documents, plans and itineraries for a Legal team and line manager’s by liaising with an approved travel agent to provide suitable travel options to the line manager for their approval.
• Coordinate Legal team/department events.
• Co-ordinate the end-to-end organisation of meetings by ensuring required attendees are available, all logistics and accesses are arranged, all meeting documentation is prepared and distributed as required and that all related issues are resolved independently.
• Create, manage, update and compile reports on the Legal Matter Management system.
• Create/Maintain client files or records (physical and/or electronic) on behalf of a Legal team and line manager to ensure the information is accessible as required and only to authorised individuals.
• Develop and keep up to date the leave plan annually for the Legal team and line manager.
• Extract and provide reports on Legal matters to Line Managers and stakeholders.
• Flag items that need personal attention and direct selected emails to the Legal team, line manager’s direct reports or other departments for resolution.
• Log request for service provider/supplier agreements and any extension of existing agreements on Standard Bank’s vendor management system.
• Logging and resolving administrative, IT and general office requests, and following up until resolution.
• Manage and/or facilitate the settlement of invoices from external attorneys and service providers on Standard Bank’s vendor management system.
• Manage legal procurement spend in compliance with Standard Bank’s Procurement Policy.
• Manage physical legal records stored at Metrofile and ensure, with the sign off from the record owner, the retention/destruction processes through the approved Bank process.
• Manage the Legal team’s subscriptions.
• Assisting investigation teams from relevant authorities with documents required for scrutiny of accounts as stipulated under a statutory provision or a court order
• Diligent maintenance and monitoring of related court orders to follow-up on compliance
• Follow-up of all relevant regulatory and business licences and verifying that the Bank is compliant at all times
• Report any breaches and exposures to the business unit head and/or the division’s Regulatory Compliance Officer.
• Ensure all vendors are compliant
• Effective coordination of execution of contracts by the Bank’s attorneys or any other duly authorised signatories
• Prudent management and custody of the contracts register
• Diligent management of the Bank’s Contract Monitoring System – including timely notifications to Business units/Users for upcoming reviews
• Management of the Legal team’s share point site / record and ensure, with the sign off from the matter owner, the retention/ destruction of files / records through Standard Bank’s approved processes.
• Order stationery for the department, control stationery stock and proactively order usage items to ensure all requirements are available to staff when needed.
• Oversee, with support from People & Culture, the on-boarding (including arranging Laptops, IT requirements) and off-boarding of members of the Legal team to ensure the successful transition of resources as per agreed processes and standards.
• Participate in corporate social investment identifying possible causes and participating in associated events.
• Participate in the planning of desk allocations. Plan and support relocations in collaboration with the facilities management teams.
• Populate standardised template agreements utilizing the preferred Legal tool.
• Prepare records and documentation such as agendas, notices, minutes and resolutions for corporate meetings.
• Pro-actively manage, collate, compile, distribute Legal reports for timeous submission to various stakeholders and committees.  This will include engaging the relevant members of the Legal teams for their input to the reports.
• Provide proactive management of a team / line manager’s diary (where required), independently scheduling appointments including co-ordination of diaries and booking meeting rooms and parking and access for external attendees where necessary and referring to the line manager on the prioritisation of appointments, therefore assisting in the management of their workload.
• Respond or redirect staff, client or other stakeholder issues relevant to the line manager and where required follow-up on closure or resolution of issues where required.
• Through delegation, maintain the Legal team’s / line manager’s LAM/ HAM/ PAM/ BCM/ Compliance/ any other NFR registers and reports for the purposes of cost control and meeting compliance requirements.

QUALIFICATIONS
Minimum Qualifications

• Type of Qualification: First Degree
• Field of Study: Business Management

Experience Required

• Basic understanding of legal concepts and processes.
•  An understanding of the government agencies in touch with the Bank.
• Good analytical skills.
• All-rounded knowledge of how the different units within the Bank function together.
• A good working relationship within the colleagues.
• A working knowledge of Excel.
• Excellent verbal and written communication skills.

ADDITIONAL INFORMATION
Behavioral Competencies:

• Adopting Practical Approaches
• Articulating Information
• Checking Details
• Conveying Self-Confidence
• Embracing Change
• Following Procedures
• Impressing People
• Interacting with People
• Interpreting Data
• Managing Tasks
• Showing Composure
• Taking Action

Technical Competencies:

• Diary Management
• Email Monitoring
• Meeting Logistics
• Procurement Process
• Travel Arrangements