Opportunity for Judge’s Secretaries: A Comprehensive Guide
Overview:
The Office of the Chief Justice is currently seeking to fill 26 positions for Judge’s Secretaries. This role is integral to the smooth operation of judicial processes and requires a detail-oriented and highly organized individual. The deadline for applications is August 30, 2024.
Key Responsibilities:
- Call Management:
- Attendance and Screening: Judge’s Secretaries must manage all incoming and outgoing calls. This includes ensuring that calls are properly screened and directed as necessary, and maintaining a record of these communications.
- Appointment Scheduling:
- Diary Management: The role involves diarizing appointments and meetings for the Judge. It is crucial to maintain an accurate and up-to-date calendar to ensure that the Judge’s schedule is effectively managed.
- Judgment and Correspondence Management:
- Typing and Filing: Secretaries are responsible for typing judgments and filing correspondences in the appropriate sections. This ensures that all legal documents are systematically organized and easily accessible.
- Document Handling:
- Distribution: Signed judgments and orders, whether handed down in court or virtually, must be sent to the typist and the library for record-keeping. Proper handling and distribution of these documents are critical.
- Visitor Management:
- Reception Duties: All visitors to the court must be received and screened. Their queries should be addressed promptly to ensure a smooth and professional interaction with the court.
- Document Recording and Filing:
- Incoming and Outgoing Documents: Secretaries must record and file all documents that come in and go out of the office. This helps in maintaining an organized system and ensures that no documents are misplaced.
- Stationery Management:
- Ordering and Collection: The role includes ordering and collecting stationery for the Judge. Keeping track of supplies and ensuring they are replenished as needed is a key part of the job.
- Court File Preparation:
- Readiness of Files: Court files must be prepared and available with all necessary documents as per the duty roster. Ensuring that files are complete and up-to-date is essential for the Judge to perform their duties effectively.
- File Verification:
- Verification of Files: Files received from various sections must be verified by the Registrar of those sections. This ensures accuracy and completeness of the files.
- Review Register Maintenance:
- Updating the Register: The register of reviews must be maintained and signed upon receipt and return. This involves updating the register/template of reserved judgments and notifying the Statistics Officer and the office of the Judge President when judgments are handed down.
- Additional Duties:
- Varied Tasks: The role may involve additional duties as assigned, which could vary based on the needs of the Judge and the office.
Qualifications:
- Educational Requirements:
- Matric Certificate: A basic educational qualification is necessary.
- Additional Education: While a Matric Certificate is mandatory, having an LLB degree or completing a minimum of 20 modules towards an LLB, BA/BCOM Law degree is advantageous. Candidates must submit results along with their application to demonstrate their educational background.
- Experience:
- Secretarial or Office Experience: Candidates should have one to three years of secretarial experience or experience as an office assistant in a legal environment. This experience is crucial for performing the responsibilities of the role effectively.
- Driver’s License:
- Valid License: A valid driver’s license is required, indicating that the candidate may need to perform tasks that involve travel or transportation.
- Typing Test:
- Assessment: Shortlisted candidates will be required to pass a typing test. This assessment will evaluate their typing speed and accuracy, which is essential for handling court documents efficiently.
- Practical Exercise:
- Pre-entry Exercise: All shortlisted candidates will need to undertake a pre-entry practical exercise. This exercise is designed to assess the candidate’s suitability based on both technical skills and generic requirements of the post.
Application Process:
Interested candidates must ensure that their application is submitted by the deadline of August 30, 2024. The application should include all required documentation, such as proof of qualifications and any relevant experience. Candidates who meet the preliminary criteria will be contacted for further assessments, including a typing test and a practical exercise.
Conclusion:
The role of a Judge’s Secretary is vital in supporting the judicial process and ensuring the efficient operation of the court.
With a diverse range of responsibilities from managing calls and appointments to handling legal documents and visitor queries, this position requires a high level of organization, attention to detail, and experience in a legal or secretarial role.
Applicants with the necessary qualifications and skills are encouraged to apply by the specified deadline, ensuring that they submit all required documentation to support their application.
