Supervisor - Administrative Services - Legal

2 weeks ago

Toronto, Canada The Catholic Children's Aid Society of Toronto Full time

**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 accr

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