Administrative Assistant to The Counsel to The Chair

3 weeks ago

Toronto, Canada Workplace Safety and Insurance Appeals Tribunal Full time

The Workplace Safety and Insurance Appeals Tribunal (WSIAT) is a highly specialized adjudicative tribunal that hears appeals of final decisions of the Workplace Safety and Insurance Board. The WSIAT is currently seeking a highly motivated, experienced administrative professional to join the team as an Administrative Assistant to the Counsel to the Chair. In this role you will provide legal administrative support to the Counsel to the Chair, and Office of the Counsel to the Chair (OCC) within the Workplace Safety and Insurance Appeals Tribunal.The salary range for this position will be $26.89-$31.65 per hour.

**OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism**: We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

Visit the
**OPS Anti-Racism Policy** and the
**OPS Diversity and Inclusion Blueprint** pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's
**Human Rights Code**. Refer to the "How to apply" section if you require a disability-related accommodation.

**What can I expect to do in this role?**: Under the supervision of the Counsel to the Chair, the Administrative Assistant duties are as follows:

- co-ordinating and prioritizing the correspondence, and other legal documents received in the OCC and Chair's office for signature, ensuring all relevant attachments or background materials are present and maintaining a bring forward system to ensure timely response;
- preparing Reconsideration Records for complex reconsiderations for approval in accordance with established formats;
- transcribing and preparing, from written or oral direction, or hand written materials, a large variety of complicated/involved letters, memoranda, reports, documents, etc. which contain a variety of medical and legal terminology, much of which will be highly confidential in nature, on available Microsoft Office word processing and spreadsheet software;
- proof reading and correcting completed work for accuracy of spelling, format and grammar ensuring it conforms with established legal and Tribunal practices and procedures, forwarding for signature;
- explains orally or in writing specific detailed matters to other parties such as the required legal and Tribunal practices required when submitting correspondence to the OCC for approval;
- co-ordinating Freedom of Information and Protection of Privacy Act (FIPPA) requests and appeals received by the Counsel, upon delegation to staff lawyer or according to instructions; tracking all activities to ensure that the 30 day deadline is met, that all required submissions, supporting evidence/materials and letters are present, complete and in proper format prior to mailing;
- maintaining and updating the Counsel's schedule/diary, maintaining an awareness of availability at all times;
- monitoring the progress of assigned tasks within the department, advising as to delays or difficulties; following-up on status of each case for any action to be taken; liaising with other Tribunal Departments.

Maintains and updates case information on Reconsideration requests and post-decision matters on the custom-designed tracIT system by:

- understanding and manipulating the database system, locating and retrieving information, executing queries in order to process, assign roles and enter case status;
- updating both system and hardcopy files as changes in status occur, ensuring a high degree of accuracy, logging draft reviews; noting action to be taken on the file or other entries, distributing draft reviews and ensuring their return;
- closing files on disposition of the case(s) according to established procedures.

Supports the work of the unit, by:

- photocopying a variety of materials, preparing labels for correspondence and mailings, checking correspondence for appropriate contacts and addresses, ordering supplies, preparing and distributing meeting agendas, scheduling meetings; maintaining the on call and vacation schedules and being aware of the schedules of all OCC staff members;
- editing slides, Power Point presentations, the legal training manual and other training materials used in the orientation of new Order-in-Council appointees (OICs), as well as similar materials for continuing professional education programs;
- composing complex correspondence requiring conceptualization and expression in writing of general oral/written instructions; passing final documents to originator for signature or signing on their behalf;
- responding to phone calls or written inquiries from the parties or their representatives, WSIB and the public, forwarding on or taking messages as required;
- filing materials appropriately for

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