Apply By: Monday, November 29, 2021 11:59 pm EST

LEGAL SECRETARY/ADMINISTRATIVE ASSISTANT - DESIGNATED

Organization:
Ministry of the Attorney General
Division:
Court Services Division
City:
Toronto
Job Term:
1 Permanent
Job Code:
10OAD - Office Administration 10
Salary:
$26.89 - $31.65 Per Hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.
Posting Status:
Open
Job ID:
171223
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.

What can I expect to do in this role?

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

How do I qualify?

Mandatory

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

Additional Information:

Address:
  • 1 Bilingual Permanent, 130 Queen St W, Toronto, Toronto Region, Criminal Record and Judicial Matters Check
Compensation Group:
Ontario Public Service Employees Union
Schedule:
3
Category:
Administrative and Support Services
Posted on:
Monday, November 15, 2021
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.

How to apply:

  1. You must apply online.
  2. Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
  3. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
  4. Read the job description to make sure you understand this job.
  5. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
  6. If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment Services staff will contact you within 48 hours.
Please be advised that the results of this competition may be used to form an eligibility list of qualified candidates to potentially fill future vacancies represented by the Ontario Public Service Employees Union (OPSEU). In accordance with the Collective Agreement, eligibility lists are shared with OPSEU representatives. By applying to this competition, you are providing consent that your name may be shared with OPSEU representatives.
All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.
Remember: The deadline to apply is Monday, November 29, 2021 11:59 pm EST. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.

Job advertisements for positions that have been designated bilingual will be provided in both English and French on the website. Positions that are not designated bilingual are not translated and are displayed in English only on both the English and French versions of the website.

Les annonces d'emploi pour les postes désignés bilingues sont publiées en anglais et en français sur le site Web. Les annonces pour les postes qui ne sont pas désignés bilingues ne sont pas traduites et elles figurent en anglais seulement, tant dans la version française que dans la version anglaise du site.

The Ontario Public Service is an inclusive employer.
Accommodation is available under the Ontario Human Rights Code.
Note: The only website where you can apply on-line for positions with the Ontario Public Service is http://www.gojobs.gov.on.ca

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