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 waitin

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 th at 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