HF Group Administrative Assistant - Legal Jobs in Kenya

HF Group Administrative Assistant - Legal Jobs in Kenya

Overall Job Purpose

The Administrative Assistant-Legal will be responsible for assisting the Company Secretary in providing support services to Management, Business units, the Branch Network and the Board of Directors.

The role holder will also assist all staff in the Company Secretary Division in providing support services to the business and to shareholders and to ensure that this is done efficiently and cost effectively, for maximum customer satisfaction.

Principle Accountabilities

Administrative Functions

Receive, Record and act/distribute for action all in-coming mail

Managing the office & booking meetings, appointments e.t.c for the team

Responding to routine enquiries from customers

Ensuring that all circulars addressed to the various Departments within the Division are seen by all members of staff

Maintaining up to date records & relevant registers in the Division

Ensuring that there are adequate stocks of stationary & equipment

In liaison with the Company Secretary, preparing & controlling the Divisional Budget

Maintaining the filing system of the Division; filing correspondence as necessary

Bring up of files for action and drafting reminders where necessary

In liaison with the Company Secretary, convening Divisional meetings, taking minutes and keeping good records of meeting proceedings.

Ensuring that the Offices in the Division are well secured & clean

Customer Care

Answering & screening telephone calls

Identifying the Division "Good Morning, HF Group CS Division, How may i help you?

Giving messages & delivering correspondence promptly

Knowing the daily schedules of staff in the Division & asking for any special instructions

In liaison with the reception, showing each customer to a meeting room while they wait for their appointment & informing the Officer concerned that they are waiting

Others

Recording and maintaining the Safe Deposit Register

Growing

the safe custody client base, as agreed from time to time

Recording & taking custody of security documents

Accessing & retrieving documents from the security cabinets when required

Drafting of Legal documents from approved templates e.g. conveyancing documents, Power of Attorneys (appointments and Revocations), Discharges of Charge & others as may be allocated from time to time

Updating and keeping Bank’s Powers of Attorney’s data.

Updating and maintaining the contracts data base

Updating and maintaining the Legal Firms data base, Professional Indemnity and SLA contracts with external law firms

Updating and maintaining the Litigation data base

Updating/reminding branches on hearing dates for cases

Ensuring that witnesses attend court

Minimum Qualifications, Knowledge and Experience

Bachelor’s Degree from a recognized University (a degree in a business related area will be preferable)

Good working knowledge of Computer Packages

Customer service training

Knowledge of the provisions of the Banking act, Central Bank of Kenya act & the Capital Markets Authority Act and Regulations

Knowledge of the Bank's Products & Services

Knowledge of the Bank's Operating Procedures, Bank's policies & provisions of the Staff Manual

Key Competencies and Skills

Analytical Skills

Communication-oral and written

Conceptual Skills

Excellent Interpersonal Skills

How to Apply

For more information and job application details, see; HF Group Administrative Assistant - Legal Jobs in Kenya

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