Legal Secretary/Administrative Assistant - Designated

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The highest level of court in the Province, the Court of Appeal for Ontario, requires a highly professional and organized individual to perform a range of legal secretarial services within the Court's Judicial Support Unit.

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About the job

You will:
•take dictation, transcribe, type, format, proof-read highly confidential and sensitive documents
•compose routine correspondence
•receive and respond to inquiries
•converse directly with the Court's judiciary, managers, judicial research lawyers and the public
•plan and manage court schedules, arrange meetings and appointments
•review and prioritize mail and re-direct appropriately
•make travel and accommodation arrangements
•maintain confidential filing systems

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What you bring to the team

Mandatory requirements

You can type 50 words per minute
•You are proficient with Dictaphone with 70% accuracy
•You are proficient in oral and written English, and oral and written French at the advanced level

Technical Knowledge and Experience:

•You have demonstrated experience in providing legal secretary and administrative support
•You can proofread legal documents and update files and court schedules
•You have the ability to acquire and apply knowledge of policies and procedures governing the Court of Appeal for Ontario
•You have knowledge of financial processes
•You can ensure purchasing procedures are followed and invoices and statements of expenses are prepared for payment

Computer Skills:

You have:
•proficiency using computers and demonstrated ability to use word-processing, spreadsheet and e-mail applications such as MS Word and MS Excel
•knowledge of information databases (e.g. Court Office System (COS)) to enter, track and update data

Judgment and Organizational Skills:

•You can coordinate committees, conferences and workshops
•You have tact, and discretion to manage highly sensitive material using a high degree of confidentiality
•You have the ability to plan and manage calendars and schedules in a high pressure environment with strict deadlines
•You have the ability to maintain confidential filing systems

Oral and Written Communication Skills:

You can:
• compose correspondence from verbal dictation and written instructions for the judges' signatures (e.g. letter to council)
• receive and respond to phone inquiries from the public
• converse directly with senior legal officers, judiciary, managers, lawyers and all other justice participants

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Additional information:

Note:

• This ad is also available in French.
• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Talent Acquisition Branch (TAB), HR Service Delivery Division (HRSDD) to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• T-AG-171223/21
  • 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.
  We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.
  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 application instructions below if you require a disability-related accommodation.
  
  Effective October 1, 2021, the OPS COVID-19 Safe Workplace Directive requires all Ontario Public Service employees to provide proof they are fully vaccinated, meaning they are fully vaccinated as defined by the Ministry of Health (refer to: COVID-19 Fully Vaccinated Status in Ontario), including 14 calendar days have passed since receiving their final dose of the COVID-19 vaccine.
  Employees who do not provide proof of full vaccination will be deemed ‘not vaccinated' under the Directive and will be required to attend a vaccine education program and undergo regular rapid antigen testing. Employees who are not vaccinated under the policy with a valid medical exemption will not be required to attend a vaccine education program but must undergo regular rapid antigen testing.

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.