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As part of the Litigation Services Department, the Bilingual Legal Assistant is responsible for providing confidential and complex legal administrative support to the Director, Assistant Manager and Discipline Prosecutors (consisting of Practice Leads, Discipline Counsel, Associate Discipline Counsel and Discipline Paralegals) in Litigation Services. This includes providing para-professional, organizational and technical support. The Bilingual Legal Assistant is responsible for planning, organizing and coordinating practices and procedures support, ensuring ongoing case management while handling multiple and competing deadlines relating to internal complaint processes, regulatory and/or court proceedings. The Bilingual Legal Assistant is responsible for preparing, and sometimes drafting, documentation for the hearing process (in both Tribunal and court settings) in both French and English. The Bilingual Legal Assistant attends to all professional regulation activities equally effectively in French and English. The Bilingual Legal Assistant works independently as well as under a combination of general supervision and/or guidance.
Client / Customer Service Delivery
As a member of the Litigation Services Department, the Bilingual Legal Assistant provides exceptional support to their team.
Must ensure that procedural, legal and administrative requirements are met with respect to applications before the Tribunal and/courts.
Duties and responsibilities include opening files, typing, drafting, proofreading, photocopying, faxing, binding documents, scanning, screening and distributing mail, revising and formatting various correspondence and legal documents, 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.
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.
Promotes the sharing and transfer of knowledge and expertise amongst other team members.
Works closely with other team members to ensure effective utilization of division resources.
Engages in problem solving with other team members to continuously improve workflow 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.
Follows specific instructions and established procedures, while being flexible and adaptive in response to changing priorities.
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 Manager.
Monitors issues and trends related to legal topics and file management and identifies and forwards these to other staff in support of policy development or process change.
Manages and participates in developing solutions to optimize both individual and departmental performance and goals.
Special Projects and Initiatives
Assists Litigation Services 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 team (work process, procedures and service standards).
Makes suggestions for workflow and process improvements.
The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.