x2 Administrative Assistant: Legal Costs Validation Job Available in Durban at RAF

Purpose of the Job: The Administrative Assistant: Legal Costs Validation will ensure that received bills/files are allocated on the legal cost system for officers to assess and mark them for payment requisition and general admininstration of legal costs.

Key Performance Areas

Perform Office Administration

• Pre-screening of files and bills to ensure that they belong to the correct branch of the RAF.
• Updating the information on the files to correlate with the claim system in respect of claim numbers, link numbers, claimants and attorneys’ details.
• Stamp, Sort and separate fee analysis from taxations and block settlements.
• Identify whether the bill is a High Court merits or quantum and/or both merits and quantum.
• Identify if the bill belongs to another region.
• Scan, email and prepare matters for other regions to be delivered to the relevant region.
• Update the status and allocation of file on the claims viewing system.
• Maintaining accurate records of files where legal cost payments are to be requested.
• Keep records of movements of all files.
• Requesting and/or uplifting of files, filing of documents.
• Internal queries: list of outstanding payments from the CEO.
• Retrieving bills from finance to verify information.
• Telephone queries, attending to calls from our officers while in court to verify information urgently in the system.
• External queries: receiving calls from attorneys to check payments.
• Consultations with Assessors/ Attorneys.
• Calling or emailing attorneys requesting correct claim numbers, identity numbers, court orders, power of attorney and termination of mandates.

Perform validation of allocated bills

• Validation: check if the bill corresponds with attorneys, correct claim numbers.
• Checking previous payments.
• Checking if the offer was loaded on the legal cost system.
• Promptly allocate files/bills of costs on the legal cost. System within a specific given timeframe.

Perform Batching and Indexing

• Printing of payment histories, record all bills manually on a daily basis before giving them to officers to authorise and approve payments.
• Receiving of payments report and submitting payments to finance for payments within a specific given timeframe.

Provide reports as and when required

• Keep daily stats of activities on work allocated and work to be assessed.
• Submit daily and monthly stats as requested by management.

Qualifications and Experience  

• NQF 4 (Matric or Grade 12) qualification.
• Relevant 1 year experience in Claims /Litigation/Summons/Administration/Registration and Data capturing.

Behavioral competencies

• Personal Mastery
• Emotional Wisdom
• Ethics and Governance 
• Customer Orienattion and Customer Focus

Technical Competencies

• Proficiency in English and one other official language
• Good communication skills and telephone etiquette
• Computer Literate
• Interpersonal Relations
• Good organizational, administrative and time management skills
• Team Player 

NB: “RAF offers Total Employment Cost packages with no additional contributions from the Employer, successful candidates are required to structure their packages in a manner that will suit their needs”.