Manager TCO Administrative Services

Job Responsibility: The Workplace Safety and Insurance Appeals Tribunal (WSIAT) is a highly specialized adjudicative tribunal that hears appeals of final decisions of the Workplace Safety and Insurance Board. We are looking for a motivated professional for the position of Manager, TCO Administrative Services, to manage the delivery of specialized legal administrative services to the Tribunal Counsel Office (TCO), including managing of a team of Administrative Assistants. The salary range for this position is $57,398.00 - $86,877.00 per annum.

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 "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

The Manager, TCO Admin Services works under the general supervision of the Tribunal General Counsel, and the position has the following duties and responsibilities:

• Plan, manage, prioritize and coordinate the delivery of legal (e.g., litigation, judicial review) administrative support services to the TCO.
• Manage a team of Administrative Assistants, balancing work activities and workloads to ensure the staff of lawyers, receive appropriate administrative services and support when needed.
• Provide oversight to and manage the preparation of case files, legal documentation and forms for TCO Lawyers, following legal administrative protocols; proofread completed work for accuracy and completeness, ensuring it conforms with TCO policies, procedures and processes.
• Establish, manage and monitor records and information management systems and processes for TCO to ensure the timely and effective organization, access, retrieval and retention of TCO litigation (e.g. judicial reviews) and related legal documentation/records. Work with ITS specialists to set up categories, file directories and subdirectories to effectively organize, retain and access vital TCO information, records and documents, ensuring TCO complies with Tribunal RIM best practices, guidelines and regulatory requirements.
• Participate in the implementation of change management strategies and initiatives, including the redesign of TCO business processes; contribute to the review and analysis of TCO business and operational practices and systems, in consultation TCO management and staff; and participate in the preparation of strategic and operational plans.
• Manage the development and implementation of special projects and initiatives, such as administrative and workflow systems to track the work of TCO lawyers (case management); advise the TGC, lawyers and staff on specialized administrative procedures, processes and issues; lead the review, revision and implementation of changes related to TCO's specialized administrative systems to ensure effective provision of services; conduct research to create, maintain and update internal operational guidelines, policies, procedures and processes for service standardization, quality, training and general reference; foster continuous improvement and optimization of legal and specialized administrative service delivery.
• Lead other special projects, assignments and initiatives, as directed by the TGC (e.g. historical litigation, organizing TCO Training), ensuring project/assignment deliverables are communicated and implemented where appropriate.
• Perform specialized legal administrative services directly for the TGC and TCO Lawyers. Prepare confidential material, correspondence and reports (policy statements, expense reports, legal materials). Support issues management by initiating and coordinating requests for information; answer queries and/or refer to appropriate TCO Lawyers. Maintain calendar of appointments, coordinate meetings, including preparing background materials, preparing and collecting agenda items and circulating/distributing materials. Establish and maintain effective working relationships with other WSIAT departments, communicating TCO policy and procedures and responding promptly to all verbal and written correspondence.
• Prepare presentation materials by determining appropriate software, formal, style and presentation of content to meet purpose of presentation and information needs of audience; merge, format, index, create, proofread, edit, including accuracy of content, for forms, templates letters and presentation materials.
• Manage and coordinate recruitment and selection, performance management and evaluation, specialized training and development and employee relations activities for Administrative Assistants, seeking guidance from the TGC as required; foster/provide a positive, creative working environment for the team, encouraging both individual initiative/participation and teamwork through periodic group meetings and on-going opportunities for individual personal development sessions.
• Coordinate TCO professional development programs, within established guidelines; tracks issues related to TCO professional development and bring forward to TGC as required.
• Contribute to the development and administration of the support services budget for TCO and monitor expenditures and staff costs; identify and detect expenditure issues/problems. Maintain supplies and inventory for TCO support services, shared resources, and prepare procurement information/documentation to support TCO procurement activities.

How do I qualify?

Knowledge, Skills and Abilities:

Knowledge and Technical Skills:

• General knowledge of the Workplace Safety and Insurance Act,1997 its regulations and policies, including knowledge and understanding of the Tribunal's Appeal Procedures, Practice Directions and case management framework and of the Tribunal's role in the administrative justice system, the relationship with partner agencies and the reporting relationship with the Ministry of Labour, Immigration, Training and Skills Development to manage the delivery of legal and specialized administrative and project coordination services related to the management and administration of TCO initiatives, including the prioritization and coordination of issues, projects, report management and special initiatives.
• Management and supervisory skills and knowledge of human resources policies, procedures and guidelines and collective agreement to manage the Administrative Assistants.
• Excellent organizational, administrative, time management and planning skills to co-ordinate, prioritize, monitor and undertake project and administrative work to meet strict deadlines. Research and analytical skills to conduct research to create, maintain and update internal operational guidelines, policies, procedures and processes; plan, manage, prioritize and coordinate the delivery of legal and specialized administrative support services to the TCO with the ability to respond to urgent situations with shifting priorities. Logistical planning, reasoning, analytical and practical problem-solving skills. Proficient in utilizing Microsoft Excel, Word, Outlook and Adobe at an advanced level. Ability to prepare reports, track administrative and legal work, design and populate databases, use e-mail, and use the internet/intranet to research information for reports, analyses and presentations.
• Strong interpersonal, relationship management, customer service and written and oral communication skills. Discretion, tact and respect for confidentiality.
• Ability to appreciate the overall administrative, legal and business picture, conceptualize practical administrative needs, organize and co-ordinate; anticipate and resolve problems; expedite; track and manage ongoing and ad hoc administrative services.
• Thorough knowledge and understanding of WSIAT and OPS administrative policies and procedures, particularly in the areas of administration to contribute to and facilitate the issues management and reporting activities in the TCO.
• Thorough knowledge of legal, office administration best practices; accepted legal administrative standards, policies and procedures re: legal proceedings, legal terminology documentation, human resources, procurement, business planning, accounting, and records management); related collective agreement and legislation; relevant OPS directives and guidelines; and contractual provisions with service providers.

Communication, Interpersonal and Leadership Skills:

• Position requires effective communication (both oral and written) and interpersonal skills to establish and maintain effective working relationships with other WSIAT departments, communicating TCO policy and procedures and responding promptly to all verbal and written correspondence; deal effectively and appropriately with difficult inquiries, senior officials and WSIAT stakeholders.
• Position exercises tact and discretion when managing the provision of legal and specialized administrative services to TGC and TCO Lawyers, and in resolving issues with other departments.
• Position is expected to work independently, with discretion in resolving challenging or atypical legal administrative issues arising from cases, or instructions; adapting procedures, policies and practices to meet unique requirements/needs; planning, leading and implementing special projects/initiatives. Position refers complex or precedent setting legal administrative issues to the TGC for guidance/resolution.
• Manages Administrative Assistants and is responsible for recruitment activities, employee relations, performance management, training and development.
• Provides project leadership/coordination of TCO special project initiatives.

Organizational and Analytical Skills:

• Judgment is required to plan and implement projects for TCO; to initiate, evaluate and determine priorities; to coordinate, expedite and control a large volume of diverse issues and workflow.
• Consistently assesses productivity in the delivery of legal and specialized administrative services and determines/recommends improvements to procedures, processes and practices to optimize efficiencies and effectiveness.
• Tact and discretion is required in working with multiple other contacts to expedite responses; assemble and request materials related to various matters, including Human Resources or Labour Relations; maintaining confidentiality, while using tact and diplomacy at all times.
• Judgment and initiative are exercised to determine optimal ways to implement projects or assignments, follow-up and to expedite and resolve problems.
• Determines work priorities and analyzes optimal ways to manage the delivery of legal administrative support services to support TCO in achieving its business/operational objectives; plans and coordinates work activities to balance workload of Administrative Assistants to ensure effective and timely administrative services are delivered.
• Identifies administrative issues and determines optimal resolution and efficiencies, including proactively preparing correspondence and drafting pleadings to expedite the delivery of legal administrative services and support the TGC in managing and tracking the Tribunal's litigation.
• Assesses and directly deals with matters pertaining to confidential or sensitive work of the TGC or at the Tribunal generally.

Application Instructions:

For INTERNAL candidates, please follow these directions: 1. Please log onto your ADP account and select Myself> Talent> Career Centre. 2. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, please show how you demonstrated the requirements for this job. If you require accommodation for a disability during any stage of the recruitment process, please notify us, confidentially, View email address on ca.edajobs.com. Recruitment staff will contact you within 48 hours. For EXTERNAL candidates, please follow these directions: 1. Please submit your resume and cover letter through our online WSIAT Careers Centre 2. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, please show how you demonstrated the requirements for this job. 3. If you require accommodation for a disability during any stage of the recruitment process, please notify us, confidentially, at View email address on ca.edajobs.com. Recruitment staff will contact you within 48 hours. 4. Background Check: As a precondition of employment, the WSIAT requires that the final external candidate for this position, prior to commencing employment, is required to undergo both a criminal record and social media search. Other types of background checks may also be requested such as education verification and professional credential validation. Remember: The deadline to apply is July 12, 2024, at 11:59 pm EDT. Late applications will not be accepted. We thank you for your interest. Only those selected for further screening or an interview will be contacted. The Workplace Safety and Insurance Appeals Tribunal is an inclusive employer. Accommodation is available under the Ontario Human Rights Code. All Ontario Public Service external job advertisements are posted in English and French. To confirm the language requirements of a job, check the "language of position" information at the top of each job ad. For all positions, candidates will be assessed in English, the business language of the Ontario Public Service. For English/French designated bilingual positions, candidates will also be assessed through French-language proficiency testing. Toutes les offres d'emploi externes de la fonction publique de l'Ontario sont affichées en anglais et en français. Pour connaître les exigences linguistiques, vérifiez les renseignements sur la « langue du poste » figurant dans le haut de chaque offre d'emploi. Pour tous les postes, l'évaluation des candidates et candidats se fera en anglais, la langue usuelle de la fonction publique de l'Ontario. En ce qui concerne les postes désignés bilingues, la maîtrise du français des candidates et candidats sera également évaluée.

Additional Information:

Address:

• 1 English Temporary, duration up to 20 months, 505 University Ave, Toronto, Toronto Region

Compensation Group: Excluded Understanding the job ad - definitions Schedule: N/A Category: Administrative and Support Services Posted on: Monday, June 24, 2024 Note:

• This posting is for an organization that is not a part of the Ontario Public Service. The information and tips on the Ontario Public Service Careers website may not apply to this posting. Please use the contact information below to contact the organization directly if you have questions.