Senior Assistant Officer: Legal Secretary post level 12) Contract appointment: 3 years)

Organizational Unit University of the Free State -> Faculty of Law -> UFS Law Clinic Contract Type Contract Occupational Level Semi-Skilled Location Bloemfontein Campus - Bloemfontein, FS ZA (Primary)

Closing Date 30/7/2026 Description KINDLY TAKE NOTE: Applications may only be submitted online through the official UFS vacancy website: https://ufs.hua.hrsmart.com/hr/ats/JobSearch/viewAll - Applications submitted through any other platform will not be considered.

The system allows a maximum of eight attachments. To avoid upload issues, we recommend merging some or all documents into fewer files before submitting.

INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED!

To ensure your application is complete, you must submit ALL documents listed under the inherent requirements, as well as the following standard documentation:

• A detailed Curriculum Vitae.
• Copies of your qualifications, or official proof of qualifications obtained (If you hold foreign qualifications, please include SAQA accreditation).
• A copy of your identity document (South African ID or passport for foreign nationals).
• Confirmation of employment in the form of a letter, appointment contract, service certificate, or recent payslip from your current or most recent employer (applicable to external applicants only).

Duties and responsibilities:

Legal Secretarial Support

• Draft, type, format and proofread legal correspondence, pleadings, memoranda, reports, notices and other legal documents.
• Prepare court bundles, consultation files and legal documentation.
• Maintain accurate filing systems for legal matters, both physical and electronic.
• Attend to diary management for attorneys and candidate attorneys and the FSHCR Law Clinic.
• Schedule consultations, meetings, court appearances and appointments.
• Ensure proper opening, updating and closing of legal files.
• Assist with the issuing, serving and filing of court documents where required.
• Record and track deadlines, court dates and filing dates.

Office Administration

• Manage the reception and front-office functions of the FSCHR Law Clinic.
• Attend to telephone calls, emails and client enquiries professionally.
• Maintain office records, registers and databases.
• Monitor office supplies and arrange procurement when necessary.
• Coordinate incoming and outgoing correspondence.
• Ensure the proper operation of office equipment and administrative systems.
• Assist with the preparation of reports, statistics and operational information.

Client administration and Support

• Receive and register clients in accordance with FSCHR Law Clinic procedures.
• Open client files and capture client information accurately.
• Maintain confidentiality of all client information and legal matters.
• Assist clients with completion of forms and administrative processes.
• Ensure proper recordkeeping of consultations and case documentation.
• Provide administrative support during outreach programmes or community engagements where applicable.

Records and Information Management

• Maintain secure and organised filing and archiving systems.
• Ensure compliance with institutional policies regarding records management.
• Manage electronic document storage and backups.
• Track movement of files and documents.
• Dispose of records in accordance with approved procedures.

Financial and Administrative Assistance

• Process invoices, requisitions and administrative forms.
• Maintain records of expenditure and procurement documentation.
• Assist with travel and logistical arrangements for staff.
• Support budget administration processes where delegated.

Event Planning and Coordination

• Coordinate and administer events, seminars, workshops, and conferences hosted by the FSCHR Law Clinic.
• Liaise with internal units and external service providers to ensure successful event delivery.
• Manage event logistics, including venues, catering, travel arrangements, and materials.
• Support post-event reporting and evaluation processes

Inherent requirements:

• Grade 12 or National Vocational Certificate on NQF Level 4 (attach a copy).
• A minimum of one (1) year’s experience in a legal environment or in a legal secretarial role.

Recommendations:

• A relevant qualification in Office Administration, Legal Secretarial Studies, Office Management, Paralegal Studies, or related field (attach a copy).
• Sound knowledge of legal administrative procedures and court processes.
• Two (2) to five (5) years’ experience in a legal environment or in a legal secretarial role.

Competencies Required competencies:

• Results Orientated:
• The ability to set high standards, establish tough goals, and to work to achieve success.
• The ability to be reliable, responsible, dependable and to fulfil obligations.

• Strategic Thinking:

• The ability to deal with several activities at a time.
• The ability to be creative and open-minded when addressing work issues.

• Business Acumen:

• The ability to adhere to rules and strictly follow work regulations.
• Proficient in using MS Office.

• Leading:

• The ability to maintain high levels of personal motivation, energy and enthusiasm.
• The ability to be cooperative with others, display a good-natured attitude and encourage people to work together.

• Building Coalitions:

• The ability to be self-assured and at ease with people in all types of social situations.
• The ability to interact with others and establish personal connections with people.

Assumption of duties:

As soon as possible.

Closing date:

30 July 2026

Salary :

The total remuneration package is R403 692,54 - R506 869,63 per annum, depending on the budget available for the position, relevant work experience and qualifications.

Fringe benefits:

(Subject to specific conditions): pension scheme, medical aid scheme, group life insurance, housing allowance, leave and sick leave, service bonus and study benefits.

Enquiries:

For enquiries, please feel free to contact 051 401 2979 or email JardineS@ufs.ac.za or Recruit@ufs.az.za.

Additionally, kindly contact 051 401 9813 / 7659for assistance.

General:

The UFS is a designated employer and is committed to the pursuit of excellence, diversity, and redress in achieving its equity targets in accordance with the Employment Equity Plan of the University and its Employment Equity goals and targets. Preference will be given to candidates from the under-represented designated groups including candidates with disabilities.

ufs-employment-equity-plan_2025.pdf

The University processes personal information in line with its obligations under the Protection of Personal Information Act (POPIA) and any personal information provided to the University will be treated as confidential and processed in accordance with the rights provided to data subjects under POPIA.

The University reserves the right not to fill the post. The UFS will only consider applications of candidates who meet all the inherent requirements of the position. Applications that are incomplete will not be considered. Communication will be limited to shortlisted candidates only. Should you not be contacted within six weeks of the closing date for applications, you may assume that your application was unsuccessful.