Administrative duties

• Managing all departmental correspondence by:
• Receiving all incoming correspondence and communication from internal and external stakeholders to the department and forwarding correspondence to the appropriate party or responding to the sender where required
• Following up with stakeholders who are required to send documents to the department, until process is seen through and all documents are received
• Responding to requests for documentation and sending documents that are required
• Processing payments for the legal department

Company secretary administration 

• Being responsible for the administrative component of the Company Secretarial function
• Handling all CIPC documents and attending to any changes to the Directors’ information on the CIPC documents, ensuring that these changes are sent to our Company Secretary who manage the COSEC function with CIPC
• Keeping all FICA documentation including Directors’ personal information such as identity documents and ensuring that they are handled with the required confidentiality and in terms of POPIA
• Providing CIPC documents to authorised internal and external stakeholders on request
• Going on the CIPC website to make updates and pull reports
• Keeping record of all company secretary details and matters

Contract and file management

• Review of all ATM sales contracts and provide approval
• Assisting with the implementation of the contract management system and ensuring that the system is maintained by:
• Uploading all contracts onto the legal drive; and
• Keep an updated register of documents that are uploaded to ensure that there is a method to track and recover documents in the event the systems are compromised
• Document Management including going through each contract that is uploaded to understand the content of the contract and highlight certain clauses/terms and commencement dates specific to the contract
• Ensuring that all files are maintained and regularly updated by:
• Ensuring that all amendments and addendums to the files are recorded and kept on record
• Matching documents that are scanned onto electronic drives to physical files to ensure that information that is lost on electronic media can be retrieved
• Managing various registers including:
• Managing the Trademark Register and updating the register when confirmation of registration of trademarks are received, following up on any related documentation that is outstanding and sending any documents that are required
• Maintaining the Corporate Agreement Register (which corresponds with agreements that are loaded on SharePoint) and ensuring that all contracts are added to the register
• Maintaining the Filing register which records where all corporate contracts are kept and ensuring that the register is available to Group Legal, should they need to obtain any documentation
• Lease agreement register

General Assistance

• Providing an assistant function to the Group Legal Manager, by responding to administrative requests that have been received
• Creating training templates and material on legal processes
• Drafting of correspondence, documents, resolutions, reports and presentations as requested
• Liaising with internal and external stakeholders in respect of legal matters as requested by the Group Legal Manager
• Assisting the Group Legal Manager with projects by including:
• Ensuring that agreements are filed;
• Drafting clauses for agreements and making changes as required by the Group Legal Manager; and
• Legal research, compiling information and presenting
• Assist finance, compliance and the Group Legal Manager by providing all statutory documentation required by auditors from the legal department to conduct any auditing processes or checks