Office Manager

NOVA SCOTIA LEGAL AID COMMISSION
OFFICE MANAGER

Type of Employment: Term with potential for permanency
Location: Halifax North-Family Office, 100-7001 Mumford Road, Halifax
Salary: EC 07 ($54,113.28 to $74,406.28)
Closing Date: April 30, 2024 at 4:30 pm

Who we are:
Nova Scotia Legal Aid Commission (NSLAC) delivers quality legal aid services throughout the Province, providing some level of help to all Nova Scotians with a focus on assisting those who are systematically disadvantaged. NSLAC’s focus is in the practice areas of criminal, family, and social justice law.

NSLAC employs staff in 24 offices and 3 sub-offices throughout the Province. Our staff are comprised of Staff Lawyers, Legal Assistants, Paralegals, Court Support Workers, Social Workers, a Social Justice Support Worker, and a Prison Law Support Worker. Our staff help thousands of clients every year. We are committed to helping overcome historical and ongoing barriers to access to justice and our Staff Lawyers have litigated many important cases to protect the rights of individuals.

Primary Functions:
Reporting to and working closely with the Managing Lawyer, the Office Manager will organize and coordinate office administration and procedures to ensure organizational effectiveness, efficiency, and safety. This role is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation. Additionally, the Office Manager may identify potential areas for process improvements and recommend potential solutions. This role will require the ability to work independently and experience in managing a wide range of administrative duties. The Office Manager must be reliable, flexible, people-oriented, friendly, patient, fast learning, quick thinking, a creative problem solver, illustrate initiative and responsibility.

Duties and Responsibilities:
• Supporting the Managing Lawyer on a wide range of administrative services
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that administrative functions are properly assigned and monitored
• Allocate tasks and assignments and monitor performance
• Provide day-to-day supervision of staff including attendance management, casual time sheet approvals, scheduling of vacations, modified work weeks and other time off
• Ensure top performance of office staff by providing them adequate coaching and guidance
• Manage internal staff relations
• Organize and schedule meetings and appointments
• Organize office operations and procedures
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Responsible for developing standards and promoting activities that enhance operational procedures
• Organize orientation and training of new staff members
• Ensure filing systems are maintained and current
• Ensure security, integrity, and confidentiality of data
• Oversee adherence to office policies and procedures
• Monitor and maintain and approve office supplies inventory
• Maintain a safe, secure, and pleasant work environment
• Draft and complete internal and external correspondence, legal documents, form letters and other documents such as memorandums and other correspondence for the Managing Lawyer or the staff lawyers as required
• Assists with communication with all office staff as required

Ideal Abilities and Skills:
• Ability to work independently, to take initiative, and to use judgment in matters of extreme confidentiality and sensitivity.
• Ability to communicate effectively with the public, judges, senior government officials, lawyers and agencies within government in a tactful, professional and courteous manner.
• Compliance with NSLAC’s policies and procedures.
• Demonstrated time management and ability to deal with conflicting priorities and deadlines.
• Excellent interpersonal skills with the ability to communicate effectively.
• Experience and proficiency with computer software packages including legal research applications, MS Office and Outlook.

Qualifications:
• Post-secondary diploma in Legal Administration or Paralegal or equivalent training and related relevant experience.
• Minimum 2 years of experience with family law cases, criminal court practices, social justice matters, procedures and systems would be an asset.

We value a workplace where diversity, in all its forms, is encouraged and recognized for its contribution to a more creative, rewarding workplace that is representative, at all job levels, of the citizens we serve. We welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in occupations or positions where they are under-represented. If you are a member of one of these equity groups, you are encouraged to self-identify on your electronic application, cover letter or resume.

If you are talented, hardworking and want to be a member of a team that is highly experienced, very caring, dedicated and committed to their clients, we would like to hear from you.

Please indicate Position Title and Location and whether you are an internal or external applicant in the email subject line. Please send your resume and cover letter to NSLA-Careers@nslegalaid.ca.

While we appreciate receiving all applications, only applicants selected for an interview will be contacted. All applications will be held in strict confidence.

Link to Job Posting:

Job Deadline/Expiry Date: 04/30/2024