Legal Assistant, Litigation Services, Professional Regulation (Hybrid, Toronto) - contract/secondment until December 2024

OVERVIEW

JOB PURPOSE

As part of the Litigation Services Department, the 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 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 Legal Assistant is responsible for preparing, and sometimes drafting, documentation for the hearing process (in both Tribunal and court settings).

The Legal Assistant works independently as well as under a combination of general supervision and / or guidance.

QUALIFICATIONS REQUIRED

• The minimum level of education required to fulfill the core requirements of this position include a Law Clerk diploma or equivalent legal training.
• A minimum of 5 years’ para-professional experience as a law clerk or legal assistant in a law practice, government and / or regulatory environment (preferably litigation).
• Knowledge of law office, court and / or tribunal practice and procedure is essential.
• A solid knowledge of legal office practice, legal terminology and procedure relating to legal correspondence and legal documents and the Rules of Civil Procedure and / or Rules of Practice for an Administrative Tribunal.
• Clear, concise and articulate communication skills to effectively respond to and transmit information to team members and others.
• Exceptional organizational and time management skills to handle high volumes of work and to multi-task.
• The ability to work independently and as a team member in a fast-paced environment while balancing competing priorities and deadlines.
• Solid experience and skill in drafting legal documents (affidavits, legal correspondence, etc).
• Excellent attention to detail and proofreading skills.
• Knowledge of the Law Society, including organizational structure, services, mandate, rules and regulations or willingness to learn.
• Reasons through complex spoken and written general and legal information.
• Knowledge of current trends and developments in the legal profession.
• Knowledge of legal procedures and substantive areas of law, particularly real estate, estates and family law.
• Ability to conduct a variety of legal and internet searches.
• A strong proficiency in a wide range of computer applications, including, but not limited to MS Office applications, Outlook, Word and Excel database applications, case management systems, Internet and intranet and other software applications (Adobe Acrobat DC, ShareFile, SharePoint).
• Ability to locate legal cases on CanLII as requested by discipline prosecutors and under their direction.
• Ability to conduct internet directory searches.
• The ability to communicate in French, verbally and written would be an asset.

KEY ACCOUNTABILITIES

Client / Customer Service Delivery

As a member of the Litigation Services Department, the 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.

• Maintaining, sharing and organizing complex, confidential / sensitive / privileged and potentially high profile information.
• Interacting with Law Society staff, licensees, applicants and the public regarding sensitive / privileged and potentially high profile matters.
• Provides discernment and decision-making based on experience gained while working in the legal field to determine appropriate responses to inquiries and follows up on same ensuring customer service standards are maintained.
• Preparing and filing materials with the 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.
• Assisting discipline prosecutors in the preparation and coordination of hearings.
• Regularly drafting or preparing affidavits, charts, correspondence and memoranda.
• Regularly preparing and organizing books of authorities, document books, facta, materials to be filed as exhibits in hearings and hearing briefs for discipline prosecutor’s review.
• Assisting discipline prosecutors with witness interviews including taking notes, collecting documentation and potentially becoming a witness in regulatory proceedings.
• Conducting moderately complex reviews of investigation documents to prepare disclosure (organizing, vetting and tagging documents);

identify privileged and / or irrelevant for discipline prosecutor’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.
• Drafting, swearing / affirming their own affidavit as required in relation to personal in-depth knowledge of litigation files.

May be required to testify at regulatory proceedings in which a licensee’s right to practice may be affected, including being subject to cross-examination by defense counsel.

• Preparing summonses to witnesses and contacting witnesses regarding their availability and coordinating travel arrangements and / or virtual hearing appearances.
• Ensuring the accurate and timely maintenance of the case management requirements of the Litigation Services processes.
• Uploading various Tribunal and Court documents to the Discipline History Database.
• Preparing summary sheets outlining details of regulatory 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 accurate and up to date.
• Calendaring all case related deadlines for discipline prosecutors.
• Monitoring deadlines and due dates for case preparation.
• Coordinating travel arrangements as requested for staff.
• 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, regulatory proceedings and / or appeals from regulatory proceedings, as required.
• Answering inquiries from Law Society staff, witnesses, complainants, licensees, and applicants 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.

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.

WORKING ARRANGEMENT

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.

OUR COMMITMENT

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community.

We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA).

Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to