Supervisor - Administrative Services - Legal Services Job at The Catholic Children's Aid Society of Toronto
Purpose of the Position:
The position supervises the activities of
the
Legal Assistants
team and the
Records team
, provides direct administrative support to the Chief Legal Counsel and ensures that systems are in place that reflect best practices
in the
Legal, Disclosure & Records Department
.
Areas of Responsibilities:
In the Legal Services department of the Society which provides legal counsel on all child welfare matters, and reporting to the Chief Legal Counsel, the incumbent is responsible for:
1. Providing a range of comprehensive administrative support services that are both efficient and responsive to Department
’s
needs, by:
Acting as a resource to the Chief Counsel,
Senior Floater
Counsel and Legal Counsel to assess services with a view to maximizing administrative support to Legal Assistants, Court Process Assistants and Law Clerks, and alleviating administrative workload issues that may arise.
Ensuring administrative support coverage for Legal department administrative, clerical and court related functions through effective coordination, resource planning for a system of comprehensive staff backups, workload equalization, and development of a team of trained administrative generalists and specialists.
Fostering a congenial and cooperative office culture and working to build confident team relationships within the
Legal, Disclosure & Records Services
team
s
and promoting communication and coordination of services
between corporate and service staff based legal services staff.
Evaluating the impact of workload fluctuations affecting Legal department support needs, and reprioritizing where necessary.
Coordinating the storage, retrieval, and security of
non-computerized
documents and files, and maintaining reliable information tracking systems that facilitate overall administration in areas such as staff attendance, human resource management, notices of change and performance assessments.
Providing strong supervision to
a
multi-functional
administrative team
s
involved in the delivery of legal services and information resource management
, including responsibility for hiring, training, work assignments, capacity building, performance assessment, counseling, corrective action/mediation, and team building.
Ensuring that the Legal department physical environment meets health and safety standards and bring issues for resolution to the appropriate department.
Coordinating computer systems and procedures for the Legal Department including ongoing liaison with the Information Services Department on computer software and hardware installations and problems; conducting initial orientation and training of workers with respect to use of technology and corollary administrative procedures.
2. Ensuring that Legal Services administrative systems are in place or are established that reflect the best practice, and are consistent with agency standards and directions, by:
Using leadership, as the Legal
, Disclosure & Records
Department expert on administrative and information systems, to advise the management team of the impact of case management policy and procedural changes on administrative processes;
Evaluating existing administrative and information systems, practices, and processes on an ongoing basis, and developing/modifying methods that are feasible, work to improve enhance information and workflow, and are of clear benefit to the Department
’s
operations.
Managing the implementation of agency wide changes to administrative or information systems in a timely manner and with a view to assuring data integrity.
Sharing/documenting/presenting innovative and beneficial systems with other administrative supervisors and management, and as required, making formal recommendations for review at senior levels within the organization.
Liaising with court administrative staff in order to monitor changes in court administrative practice and promote efficiency in legal administrative services.
3. Undertaking a range of other duties in support of the Legal Department, and the agency, including:
Monitoring Legal Department budgets and apprising the Chief Counsel of variances;
Orienting new staff to the Legal Department;
Responding to a variety of queries from outside agencies and the community;
Undertaking, as directed, executive support duties for the Chief Counsel, such as scheduling appointments, preparing memoranda, compiling information, statistical reports and analyses for service plans, inquests, presentations.
Participating on agency committees as requested.
Supervising students and volunteers.
Ensure quality assurance processes are implemented to achieve positive outcomes for children, youth and families served.
Work in a safe manner in accordance with the Society's Health and Safety Policies and procedures and all relevant legislation.
Skills and Knowledge Required:
Bachelor’s degree in a relevant discipline or a Legal Assistant Diploma from an accredited Community College plus a minimum of three years supervisory experience in office administration preferable working in a legal environment, or a combination of qualifications and experience deemed equivalent
Excellent knowledge of and demonstrated experience related to, the management of multi-faceted administrative services and information tracking systems.
Demonstrated ability to evaluate, in a logical systemic way, the feasibility of administrative approaches, and to develop/modify administrative systems that support case work and facilitate
office
operations.
Commitment to the Society's mission and mandate, along with a good knowledge of the agency organization, policies, procedures, and information systems, and a broad working knowledge of the legislation, including the
CYFSA, Rules of Civil Procedure, Family Law Rules, and other legislative standards that relate to the delivery of service
.
Excellent information technology skills and advanced knowledge and skill with respect to
PC and Cloud operations
and software packages, including Windows, AS 400,
CPIN
, Lotus Notes, Microsoft
Office.
Exceptional organizational, coordination, planning and time management skills to provide effective administrative support coverage in a range of administrative areas, and in a work context characterized by fluctuating workload volume.
Strong supervisory, leadership, and team building skills to train, motivate, and lead a team of administrative generalists in providing effective and reliable support to the child welfare service operations.
Excellent communication, mediation, and interpersonal skills to act as the nexus between
administration
and Legal Counsel
staff
, and to function as a contributing and positive part of the Legal Services
and broader client services
team
s
.
Strong conceptual, problem-solving, and analytical skills to anticipate the impact of policy and procedural changes on administrative and information systems, and the impact of staff turnover and workload fluctuations on support capability.
Ability to visualize options and the initiative and skill to develop and make presentation
Discretion, tact, and sound judgment to address a range of sensitive issues within the team context, or arising from clients or inquiries.
Knowledge of, and experience with, a range of office management and general administration issues including building maintenance and health and safety requirements.
Ability to work effectively with agency staff, partner agencies,
external legal counsel, the courts, other CAS's and other organizations
with an emphasis on collaboration and relationship building
.
File #23-022 - Please submit your cover letter and resume no later than the internal closing date at 11:59PM.
Temporary Assignment – Twelve (12) Months
Salary: $68,526.35 to $82,230.38
Management job Class
External Closing Date: Tuesday May 16, 2023 at 11:59PM
All communications will be held in strict and professional confidence.
As the Catholic Children’s Aid Society works under the auspice of the French Language Service Act, we welcome Francophone individuals to apply for all posted positions.
We appreciate all applications received. All communications will be held in strict and professional confidence.
Only those candidates selected for an interview will be contacted.
We thank all applicants for their submissions.
CCAS is committed to a selection process that values equity, diversity, and inclusion and also reflects the community serves.
Individuals who have knowledge and experience working with people from multiple cultural and racial backgrounds and equity deserving groups (e.g., Black, Indigenous, LGBTQ2s+, etc.) are strongly encouraged to apply.
Anti-Oppression/Anti-Racism at CCAS
CCAS is committed to having a workforce that is reflective of the diversity of the City of Toronto and strongly encourages application from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.
Accommodation at CCAS
We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at 416-395-1500. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.
The Catholic Children's Aid Society of Toronto is committed to equity and diversity and encourages applicants from varied backgrounds. We will accommodate disabilities in the recruitment process in accordance with the Ontario Human Rights Code. Should an applicant require an accommodation during the recruitment process, please contact the Human Resources Department.
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Please Note :
nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.
The position supervises the activities of
the
Legal Assistants
team and the
Records team
, provides direct administrative support to the Chief Legal Counsel and ensures that systems are in place that reflect best practices
in the
Legal, Disclosure & Records Department
.
Areas of Responsibilities:
In the Legal Services department of the Society which provides legal counsel on all child welfare matters, and reporting to the Chief Legal Counsel, the incumbent is responsible for:
1. Providing a range of comprehensive administrative support services that are both efficient and responsive to Department
’s
needs, by:
Acting as a resource to the Chief Counsel,
Senior Floater
Counsel and Legal Counsel to assess services with a view to maximizing administrative support to Legal Assistants, Court Process Assistants and Law Clerks, and alleviating administrative workload issues that may arise.
Ensuring administrative support coverage for Legal department administrative, clerical and court related functions through effective coordination, resource planning for a system of comprehensive staff backups, workload equalization, and development of a team of trained administrative generalists and specialists.
Fostering a congenial and cooperative office culture and working to build confident team relationships within the
Legal, Disclosure & Records Services
team
s
and promoting communication and coordination of services
between corporate and service staff based legal services staff.
Evaluating the impact of workload fluctuations affecting Legal department support needs, and reprioritizing where necessary.
Coordinating the storage, retrieval, and security of
non-computerized
documents and files, and maintaining reliable information tracking systems that facilitate overall administration in areas such as staff attendance, human resource management, notices of change and performance assessments.
Providing strong supervision to
a
multi-functional
administrative team
s
involved in the delivery of legal services and information resource management
, including responsibility for hiring, training, work assignments, capacity building, performance assessment, counseling, corrective action/mediation, and team building.
Ensuring that the Legal department physical environment meets health and safety standards and bring issues for resolution to the appropriate department.
Coordinating computer systems and procedures for the Legal Department including ongoing liaison with the Information Services Department on computer software and hardware installations and problems; conducting initial orientation and training of workers with respect to use of technology and corollary administrative procedures.
2. Ensuring that Legal Services administrative systems are in place or are established that reflect the best practice, and are consistent with agency standards and directions, by:
Using leadership, as the Legal
, Disclosure & Records
Department expert on administrative and information systems, to advise the management team of the impact of case management policy and procedural changes on administrative processes;
Evaluating existing administrative and information systems, practices, and processes on an ongoing basis, and developing/modifying methods that are feasible, work to improve enhance information and workflow, and are of clear benefit to the Department
’s
operations.
Managing the implementation of agency wide changes to administrative or information systems in a timely manner and with a view to assuring data integrity.
Sharing/documenting/presenting innovative and beneficial systems with other administrative supervisors and management, and as required, making formal recommendations for review at senior levels within the organization.
Liaising with court administrative staff in order to monitor changes in court administrative practice and promote efficiency in legal administrative services.
3. Undertaking a range of other duties in support of the Legal Department, and the agency, including:
Monitoring Legal Department budgets and apprising the Chief Counsel of variances;
Orienting new staff to the Legal Department;
Responding to a variety of queries from outside agencies and the community;
Undertaking, as directed, executive support duties for the Chief Counsel, such as scheduling appointments, preparing memoranda, compiling information, statistical reports and analyses for service plans, inquests, presentations.
Participating on agency committees as requested.
Supervising students and volunteers.
Ensure quality assurance processes are implemented to achieve positive outcomes for children, youth and families served.
Work in a safe manner in accordance with the Society's Health and Safety Policies and procedures and all relevant legislation.
Skills and Knowledge Required:
Bachelor’s degree in a relevant discipline or a Legal Assistant Diploma from an accredited Community College plus a minimum of three years supervisory experience in office administration preferable working in a legal environment, or a combination of qualifications and experience deemed equivalent
Excellent knowledge of and demonstrated experience related to, the management of multi-faceted administrative services and information tracking systems.
Demonstrated ability to evaluate, in a logical systemic way, the feasibility of administrative approaches, and to develop/modify administrative systems that support case work and facilitate
office
operations.
Commitment to the Society's mission and mandate, along with a good knowledge of the agency organization, policies, procedures, and information systems, and a broad working knowledge of the legislation, including the
CYFSA, Rules of Civil Procedure, Family Law Rules, and other legislative standards that relate to the delivery of service
.
Excellent information technology skills and advanced knowledge and skill with respect to
PC and Cloud operations
and software packages, including Windows, AS 400,
CPIN
, Lotus Notes, Microsoft
Office.
Exceptional organizational, coordination, planning and time management skills to provide effective administrative support coverage in a range of administrative areas, and in a work context characterized by fluctuating workload volume.
Strong supervisory, leadership, and team building skills to train, motivate, and lead a team of administrative generalists in providing effective and reliable support to the child welfare service operations.
Excellent communication, mediation, and interpersonal skills to act as the nexus between
administration
and Legal Counsel
staff
, and to function as a contributing and positive part of the Legal Services
and broader client services
team
s
.
Strong conceptual, problem-solving, and analytical skills to anticipate the impact of policy and procedural changes on administrative and information systems, and the impact of staff turnover and workload fluctuations on support capability.
Ability to visualize options and the initiative and skill to develop and make presentation
Discretion, tact, and sound judgment to address a range of sensitive issues within the team context, or arising from clients or inquiries.
Knowledge of, and experience with, a range of office management and general administration issues including building maintenance and health and safety requirements.
Ability to work effectively with agency staff, partner agencies,
external legal counsel, the courts, other CAS's and other organizations
with an emphasis on collaboration and relationship building
.
File #23-022 - Please submit your cover letter and resume no later than the internal closing date at 11:59PM.
Temporary Assignment – Twelve (12) Months
Salary: $68,526.35 to $82,230.38
Management job Class
External Closing Date: Tuesday May 16, 2023 at 11:59PM
All communications will be held in strict and professional confidence.
As the Catholic Children’s Aid Society works under the auspice of the French Language Service Act, we welcome Francophone individuals to apply for all posted positions.
We appreciate all applications received. All communications will be held in strict and professional confidence.
Only those candidates selected for an interview will be contacted.
We thank all applicants for their submissions.
CCAS is committed to a selection process that values equity, diversity, and inclusion and also reflects the community serves.
Individuals who have knowledge and experience working with people from multiple cultural and racial backgrounds and equity deserving groups (e.g., Black, Indigenous, LGBTQ2s+, etc.) are strongly encouraged to apply.
Anti-Oppression/Anti-Racism at CCAS
CCAS is committed to having a workforce that is reflective of the diversity of the City of Toronto and strongly encourages application from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.
Accommodation at CCAS
We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at 416-395-1500. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.
The Catholic Children's Aid Society of Toronto is committed to equity and diversity and encourages applicants from varied backgrounds. We will accommodate disabilities in the recruitment process in accordance with the Ontario Human Rights Code. Should an applicant require an accommodation during the recruitment process, please contact the Human Resources Department.
null
Please Note :
nvalabs.org is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, nvalabs.org provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.