TM Renewals Assistant Manager

Duties and responsibilities

Supervision

• Ensures team members achieve performance objectives as set out in profile/performance agreement
• Establishes unit vision and direction and motivates/inspires team members to follow suit
• Evaluates team processes and obstacles and adapts processes to enhance delivery and performance of team
• Fosters good morale within the team
• Gives proper guidance to team members
• Implements and ensures adherence to HR policies and procedures with regard to staff management
• Negotiates, agrees and approves leave requests on ESS
• Takes responsibility for team members' performance
• Acts as stand-in for senior and junior team members, when required
• Adapts quickly and effectively to any changes even those outside his/her control
• Conducts and documents formal performance reviews annually
• Constructively criticises when required, so underperformers are re-motivated to do better
• Ensures each team member has a personal development plan and allows them the opportunity to develop themselves
  

  Instructions to Prosecution Partners

• Send instructions to Prosecution Partners to update instructing and debiting agents accordingly on Patricia
• Send instructions to Prosecution Partners to update SI according to clients' requirements
  

  Client Service

• Builds effective rapport/relationships with clients and treats them as business partners
• Actively seeks and listens to clients' needs, suggestions and feedback
• Takes a genuine interest in clients and shows energy and enthusiasm in satisfying their needs
• Consistently meets, and at every possible opportunity, exceeds client expectations
• Committed to continuous improvement of service
• Responds to client queries and complaints promptly and effectively
• Readily re-adjust priorities to respond to pressing and changing demands
• Expeditiously escalates those issues and problems which cannot be resolved to higher levels of authority
  

  Financial Administration

• Ensures all relevant items in WIP are gathered by the end of each month
• Keeps record of invoices and credit notes created to ensure they have been approved, finalised and dispatched by month-end
  

  Communication

• Communicates in a professional, clear, logical manner, with enthusiasm and confidence
• Communicates key issues in a timely and accurate manner
• Communicates openly and honestly, and promotes an open exchange of ideas
• Listens effectively without interrupting
• Uses language appropriate to required standard
  

  Financial Practice Management

• Debtors - receive client instructions and distribute amongst Paralegals to resolve invoice issues
• Send WIP reports to Paralegals to finalise invoices
• Receive prebill report and distribute amongst Paralegals to finalise within 2 working days
  

  Query Management

• Completes processing of queries accurately
• Regularly follows up on unresolved queries and provides feedback
• Ensures information provided is 100% accurate
• Ensures processing in line with clients' instructions and adheres to Firm policies and procedures
• Responds promptly and effectively to information requests and queries
• Assists with follow-up on outstanding / correction of Renewal Certificates from CIPC
  

  Reporting

• Prepares internal, external, departmental, ad hoc (status) report(s) according to set deadlines and frequency required
  

  Professionalism

• Adheres to Firm dress code at all times
• Adheres to all Firm policies
• Conducts self in a calm and constructive manner at all times
• Consults others who can assist in problem-solving to avoid procrastinating
• Deals with problems pro-actively before they need to be escalated
• Demonstrates appropriate telephone etiquette
• Is sensitive to individual differences
• Maintains confidentiality at all times
• Treats others with respect and dignity (courteousness)
• Maintains professional client and stakeholder relations by demonstrating appropriate behaviour
• Receives and consults with colleagues, clients and/or visitors in a professional manner
• Is punctual and uses time efficiently
• Accepts responsibility for own failures and mistakes, and strives to learn from mistakes
  

  Initiative/Proactivity

• Actively attempts to influence events and instigates action without prompting
• Open closed matters on Patricia and mark CMS active for urgent renewals
• Deals with problems pro-actively before they need to be escalated
• Consults others who can assist in problem-solving to avoid procrastinating
• Always seeks to challenge traditional assumptions and improve the way things are done
• Anticipates and responds to future needs and opportunities and seizes opportunities when they arise
• Anticipates problems and pro-actively develops contingency plans
• Keeps current on legal developments in area of specialisation
• Recognises and generates innovative/imaginative solutions to problems/challenges
  

  Record keeping

• Accurately captures and updates data on relevant electronic systems as required
• Update electronic records with correspondence immediately and accurately according to departmental and Firm policies and procedures
• Keeps relevant electronic databases updated at all times
  

  Coaching / Mentoring

• Makes time to coach employees and help them improve their work performance
• Effectively assist new staff with correct procedures
• Uses recognition and praise to encourage progress and competency achievement
• Completes ad hoc tasks within area of own accountability when necessary
• Meets with employee(s) one-on-one on a regular basis to discuss their work progress and development needs

Provides honest, balanced and constructive feedback

Skills and knowledge

• Computer literate in MS Office Suite

• Fully conversant in English
• Knowledge of CMS
• Ability to work independently and under pressure
• Ability to prioritise and learn systems
• Ability to handle information related to the Department with confidentiality
• Good organisational skills
• In-depth Patricia knowledge

Qualification/s

• Matric/ National Diploma or equivalent qualification
• Secretarial Diploma/Certificate (preferably legal)
• 2+ yrs relevant experience as a secretary
• Computer Literacy