Job Specification

Purpose of Position :

To provide secretarial and administrative services to assigned Vice-Chairs, Member Representatives of Employers and Member Representatives of Workers; to prepare Tribunal decisions and maintain decision data in the Tribunal's customized case management database.

Duties / Responsibilities :

• Provide case management of all appeal materials for assigned OICs, from date hearing is scheduled until final decision is issued.
• Ensure OICs receive the appropriate documentation in advance of scheduled hearing dates.
• Transcribe dicta tapes consisting of Tribunal draft decisions that contain a wide range of complex medical and legal terminology; decisions may be lengthy, detailed, and difficult to understand.
• Ensure materials presented at hearing are copied for Panel and prepared for inclusion in an Exhibit package.
• Determine whether further action is required post-hearing and follow up with various Tribunal departments to ensure appeal is updated in database with all pertinent information.
• Compose correspondence on own initiative or from brief oral and/or written instructions from OICs.
• Incorporate relevant section(s) of the Act(s) into decisions on brief instructions from Vice-Chairs; amend and/or revise decisions, on approval of Vice-Chair/Panel.
• Perform research of various legal documents and research sources in order to accurately prepare documents from information provided by OICs, e.g. assisting OICs by inserting required legal articles, references, citation and statutes into legal documents.
• Prepare standard legal documents such as Disposition forms, Appeal Record Forms etc. to accompany Tribunal decisions.
• Ensure all exhibits, records, forms are consistent and in accordance with Tribunal standards.
• Schedule caucus times for Panels and ensure all related materials are available.
• Respond to inquiries from other Tribunal departments and provide information on status of appeals.
• Circulate and track draft decisions in order to expedite the release of same. Keep Vice-Chair apprised of progress and potential delays.
• Ensure draft decisions are returned from Panel members and/or Office of the Counsel to the Chair in a timely manner and follow-up as necessary.
• Proofread decisions ensuring grammar and spelling are accurate and meet Tribunal decision standards.
• Prepare decisions for release with minimal instruction and supervision ensuring they are complete, accurate and conform to Tribunal standards.
• Finalize decisions - includes but not limited to: format from draft copy, , distribute to Vice-Chair/Panel for signature. Release decisions - includes but not limited to: ensure decision release is in compliance with the Freedom of Information and Protection of Privacy Act, input neutral citation numbers, copy decisions for distribution to parties to the appeal, convert decision to PDF format and attach to the Tribunal's tracIT database.
• Distribute decisions via internal/external mail to all associated parties.
• Prepare decision closing package - includes but not limited to: update tracIT, remove case related files from Vice-Chair's shared file directory, request closure of appeal files, return signed copy of decisions and closing packages to Appeal Support Services.
• Assist other adjudication assistants as required. Perform back-up for other assistants in their absence.
• Perform other administrative duties as assigned.

Knowledge :

Position requires:
• Advanced knowledge of specialized office methods, legislation, policies, and practice directions to provide administrative services to OICs by performing very involved work tasks.
• Advanced knowledge of Freedom of Information and Protection of Privacy Act to ensure compliance and that no breach of this Act will occur in the preparation and release of Tribunal decisions.
• Advanced knowledge of various legal documents and research vehicles/sources; legal formats, style, terminology and phraseology, to accurately prepare documents from information provided by OICs, e.g. assisting OICs by inserting required legal articles, references, citation and statutes into legal documents.
• Advanced knowledge of legal and medical terminology to transcribe from Dictaphone, hand-written materials or compose documents from oral instruction ensuring spelling accuracy and compliance with the Tribunal's standards.
• Advanced knowledge of word processing equipment and software to manipulate text to produce legal documents, correspondence, memos and forms, according to established procedures and formats. Position requires knowledge of customized case management systems
• Knowledge of records retention and archiving procedures to prepare files for or retrieve files from Appeal Support Services.

Skills :

• High level of priority and time management skills; able to work within tight time constraints while producing accurate product;
• High level of verbal skills to explain to various legal and medical staff members specific detailed matters, such as inquiries from other Tribunal departments regarding information on status of appeal.
• Exceptional analytical skills to compose complex correspondence for OICs and other senior staff, and to determine issues, from brief instructions; proven organizational, and priority setting skills to handle a diverse workload; ability to work independently in a team environment with minimal instructions;
• Advanced computer skills including Microsoft Word, Outlook, etc.; ability to format complex documents within the existing software. Word processing, typing, and dicta skills to government standards.
• High level of tact and discretion when dealing with staff and OICs.

Freedom of Action :

Position requires:
• Judgement and initiative in determining/selecting appropriate administrative standards when preparing legal documents, e.g. selecting correct templates, terminology, correct spelling and grammar and ensuring adherence to a specific standardized format.
• High level of discretion in handling sensitive and confidential issues;
• Decision-making involves selecting appropriate methods within established standards,, practice directions, policies, relevant federal and provincial statutes, time constraints and office procedures, e.g. utilizing various standard templates, correspondence, memos, decisions and following established standards.
• Work assignments are carried out under limited supervision, such as composing and preparing documents as from OICs instructions, e-mail, memos etc., and making decisions regarding the release of confidential information.
• Problem solving, such as: following-up on incomplete tasks, , locating appropriate research information, completing tasks in a timely manner.
• Maintaining and ensuring the integrity of the Tribunal's case management system to ensure accuracy of OICs Decision Status Reports.
• Performing a variety of administrative tasks, notably providing adjudication support services to assigned OICs with little supervision.,