The Law Society of Upper Canada

Legal Administrative Assistant, Enforcement, Professional Regulation - Contract to January 31, 2018

CA-ON-Toronto
Job ID
2017-1491
# Positions
1
Job Type
Full Time
Years of Experience
3
Term
Contract to January 31, 2018

OVERVIEW

JOB PURPOSE:

 

As part of the Enforcement team, the Legal Administrative Assistant (“the Assistant”) plans, organizes and coordinates administrative practices and procedures, ensuring ongoing case management while handling multiple and competing deadlines relating to internal complaint processes,  discipline and/or court proceedings.   The Assistant may support hearings and appeals before the Law Society Tribunal.  Enforcement files deal with political and media sensitive issues, subject to full public scrutiny as such the Assistant needs to exercise a high degree of judgment.  

 

QUALIFICATIONS REQUIRED:

 

  • A college diploma with a legal administration specialization, or equivalent training and / or experience.
  • A minimum of 3 to 5 years’ working experience providing legal administrative support in a confidential, legal or professional regulatory environment (preferably litigation).
  • A solid knowledge of legal office practice, legal terminology and procedure relating to legal correspondence and legal documents.
  • A strong proficiency and sophisticated user level in word processing, spreadsheets, database applications, case management systems, Internet and intranet with strong word processing or keyboarding skills, with the ability to type 60 error free words per minute. 
  • Speedy and accurate dicta-typing is required.
  • Clear, concise and articulate communication skills to effectively respond to and transmit information to team members and others.
  • The ability to communicate in French, verbally and written would be an asset.

 

 

KEY ACCOUNTABILITIES

Client / Customer Service Delivery 

 

  • As a member of the Enforcement team, the Assistant provides exceptional administrative assistance and support to their team.   
  • This includes opening files, typing, drafting, proofreading, photocopying, faxing, binding documents, scanning, screening and distributing mail, revising and formatting various correspondence and legal documents, typing transcripts of digitally recorded interviews of licensees and witnesses, issuing and arranging for service of originating processes and other documents in accordance with the Law Society’s Rules of Practice and Procedure and the Rules of Civil Procedure, liaising with witnesses, closing files and preparing materials for storage.
  • Preparing and filing materials with Tribunal Office and the Courts in respect of hearings, motions and appeals in accordance with the Law Society’s Rules of Practice and Procedure and the Rules of Civil Procedure, with associated deadlines.
  • Regularly drafting or preparing affidavits, charts, correspondence and memoranda.
  • Regularly preparing and organizing books of authorities, document books, materials to be filed as exhibits in hearings and index disclosure briefs for counsel and paralegal’s review.
  • Redacting documents for filing at hearings to eliminate/protect confidential or identifying information.
  • Coordinating and requesting the services of process servers to serve materials on licensees, applicants and witnesses.
  • Preparing summonses to witnesses and contacting witnesses regarding their availability and coordinating travel arrangements.
  • Ensuring the accurate and timely maintenance of the case management requirements of the Enforcement processes
  • Attending at Proceeding Management Conferences of the Law Society Tribunal to record and enter case management details.
  • Uploading various Tribunal and Court documents to the Discipline History Database.
  • Preparing summary sheets outlining details of discipline proceedings and appeals.
  • Maintaining electronic and paper files in accordance with established protocols.
  • Scheduling appointments and meetings, ensuring room set up, required documents, and availability of attendees, and arranging for language interpreters as required.
  • Assisting the Administrative Manager and assigned team by reviewing reports to ensure the case management system is up to date.
  • Coordinating travel arrangements as requested for staff and witnesses.
  • Supporting various regulatory processes by performing searches, including CanLII, motor vehicle and internet directory searches. 
  • Ordering transcripts from court reporters who transcribed Law Society proceedings and from various court offices. 
  • Calling or attending court offices to obtain documents or information concerning ongoing investigations, disciplinary proceedings and/or appeals from disciplinary proceedings, as required.
  • Answering inquiries from Law Society staff, witnesses, complainants and licensees and following up on same ensuring excellent customer service standards are maintained. 
  • Maintains strict confidentiality of information at all times. 

Financial Responsibility 

 

  • Maintains office supplies for assigned work area and orders supplies as required.
  • Ensures the efficient operation of all office equipment.
  • Prepares expense reports, cheque requisitions and processes invoices as received for payment.  
  • Compiles statistics and special reports as assigned.   

Team Membership 

 

  • Promotes the sharing and transfer of knowledge and expertise amongst other team members and those they work closely together with. Is a dedicated and proactive member of the administrative team.
  • Works closely with other members of the administrative support team to ensure effective utilization of division resources.
  • Engages in problem solving with other team members to continuously improve work flow and departmental effectiveness.
  • Must be proactive when working with their teams at times taking the lead to ensure that timelines are met.
  • Act as a liaison for staff with internal and external clients. 

Performance Goals, Targets and Standards 

 

  • Meets established individual targets, including quality and time standards.
  • Identifies gaps in the department’s work processes and procedures, bringing them to the attention of the Administration
  • Manages and participating in solutions development to optimize both individual and departmental performance and goals. 

Special Projects and Initiatives 

 

  • Assists Enforcement staff in the effective use of computerized support systems.
  • May undertake special projects as assigned from time to time.  
  • Working with the Administration Manager to assist in performance improvements for the administrative support team (work process, procedures and service standards).
  • Makes suggestions for work flow and process improvements.

 

COMPETENCIES

Service Orientation

 

The requirement to maintain a high standard of commitment, ethics, respect, care in service delivery to clients (internal and/or external).

 

Communication and Interpersonal Skills

 

The requirement to structure and deliver effective verbal and written communication with clients, staff, licensees, the public, and others in a non-threatening and constructive way.

 

Team Orientation

 

The requirement to share responsibility for the achievement of team goals and the associated behaviours required for individuals to contribute effectively in a team environment.

 

Continuous Improvement

 

The requirement to demonstrate an attitude that consistently strives to improve a standard of excellence for one’s self and for the benefit of the organization, its licensees and stakeholders.

 

Problem Solving and Judgement

 

The requirement to identify and analyze problems, determine root causes, evaluate alternative solutions and take and/or recommend appropriate solutions.

 

Technical Competence / Professional Knowledge

 

The requirement to apply knowledge and skills to carry out the work and/or provide advice. This also includes the quality of advice given, as well as the requirement to make decisions in the best interests of the organization as a whole.

 

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