Job Description

The Administrative Support Staff role will divide their time between two of ANSJI's Pillar's: 50% IRCA Intake Worker and 50% Legal Support Staff (Forensic Assessment & Treatment Unit and Legal Services)

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This rolewill be the first point of contact for individuals and referral sources inquiring about services through the Forensic Assessment and Treatment Unit and will also provide Legal Support Services through ANSJIs Legal Division.

50% Impact of Race and Culture Assessments Support

The Administrative Support will assist and provide coverage to ANSJI's IRCA Intake Coordinator on a 50% basis. The successful candidate will support the IRCA Intake Coordinator to receive, triage and assign requested related to Impact of Race and Culture Assessment's (IRCAs) as well as requests for treatment. The successful candidate will also support the IRCA Intake Coordinator with maintaining records and collecting data related to these service requests. The Administrative Support will also assist with submitting all invoices and payments related to IRCAs.

50% Legal Services Support

The Administrative Support Staff will provide assistance and coverage to ANSJI's Paralegal within the Legal Services Pillar. The Administrative Support Staff will provide legal support in the areas of family law, adult and youth criminal.

Reporting Structure:

This role has a hybrid reporting structure, reporting both to the Director of Legal Services and the Director of Forensic Assessment & Treatment (FATU)

ANSJI Mandate:

To address issues of systemic racism in the justice system that negatively impact African Nova Scotians and Black People of African Descent while ensuring fair, legal and constitutional treatment of all African Nova Scotians and Black People of African Descent community members.

ANSJI Vision:

To create programs and services that adequately address institutional racism faced by African Nova Scotians and Black People of African Descent and their families when dealing with human rights complaints, the justice system, all forms of law enforcement and incarceration.

The ANSJI will be a place African Nova Scotians/ Black People of African Descent can turn to when seeking legal advice, guidance and advocacy that understands African Nova Scotians as a distinct people.

Government, non-governmental organizations, academic institutions, and community groups will look to the ANSJI as a leader in legal research, advocacy and education on justice issues affecting African Nova Scotian/ Black People of African Descent communities.

RESPONSIBILITIES:

50% Impact of Race and Culture Assessments Support

The Administrative Support Staff will support the IRCA Intake Coordinator who is the first point of contact for all individuals inquiring about services from the Forensic Assessment and Treatment Unit; Corresponds via e-mail and phone with prospective clients, referral sources and courts in providing information about eligibility, referral process and services offered; Provides coverage for the IRCA Intake Coordinator as the main point of contact for all incoming IRCA requests and makes sure all required documents are received; Supports IRCA Intake Coordinator with the maintenance of a roster of eligible IRCA assessors and assigns IRCAs to those assessors. Provides coverage to the IRCA Intake Coordinator as the main contact to trouble shoot any issues that assessors or the courts are having related to the production of the IRCA; Completes invoicing to the courts and submits invoices to ANSJI on behalf of IRCA Assessors; Corresponds via e-mail and phone with community members and organizations requesting general information about the Forensic Assessment and Treatment Unit services; The Administrative Support Staff creates new client files and is responsible for tracking data; and The Administrative Support Staff will maintain a high level of confidentiality and exercise discretion when necessary.

50% Legal Services Support

Will support the Paralegal with completing intake and will complete intake information and regular client follow-up; Preparing, drafting, and reviewing legal documents and correspondence; Organizing and maintaining accurate records for filing and word processing; Attend client appointments, preparing interview questions and summarizing meeting notes when required; Legal drafting and legal research tasks on an as needed basis; Ensure prompt response times and excellent service delivery for legal clients; Prepare for and arrange meetings, appointments and timelines for court/filing deadlines; Supporting and contacting clients to schedule appointments, communicate case progress, and to obtain or exchange information; Updating client management databases and tracking hours for billing purposes.

SKILLS AND ABILITIES:

Strong communication skills (written and verbal) is required; Demonstrated strong professional judgment, problem solving, and conflict resolution is required; Demonstrated strong computer literacy and ability to learn new programs Demonstrated ability to work under tight deadlines, prioritize workload, maintain flexibility to respond to competing demands, and ensure effective organization, time management, and manage projects independently; Demonstrated self-starter who can work independently, as a member of an inter-disciplinary team and collaboratively with community partners, clients and families; Demonstrated strong organizational skills, analytical skills and keen attention to detail; Proficiency or experience in internal communication software (such as MS Teams) and external communication software (such as Zoom); Ability to be flexible and adapt to change.

Qualifications and Skills

Demonstrated knowledge and understanding of African Nova Scotians as a distinct people and other people of African descent as well as social issues affecting the communities; Experience supporting individuals with various mental health (i.e., anxiety, depression and mood disorder) and legal challenges considered an asset; Previous experience triaging and prioritizing clients and or requests; Mental health and/or human service experience with African Nova Scotian clients, particularly clients involved with the justice system considered an asset; A minimum of 1 year working as a paralegal or legal support staff; A post secondary degree or diploma, or equivalent role related education and experience; Ability to maintain a high level of confidentiality and exercise discretion when necessary; Ability to work independently and collaboratively in an open team environment; Excellent knowledge of Microsoft Office Suite, Adobe, Case Management Software and related programs.

Criminal Record and Vulnerable Sector Check

Successful applicants are required to provide a Criminal Record Check (including Vulnerable Sector Search) before starting employment. While it is mandatory to submit a criminal record check, possessing a criminal record does not automatically eliminate you from being selected as the successful candidate.

Given the specific requirements of the job, certain criminal records may be deemed unsuitable for consideration as part of the selection process for the successful candidate.

Compensation & Terms of Employment

The ANSJI Administrative Support Staff will be a contract position until March 31, 2026 with the possibility of renewal. Compensation will be $45,000-$55,000 yearly. ANSJI is open and willing to discuss and negotiate secondments, reciprocal arrangements, and leave. We invite all expressions of interest.

Hours of Work:

Hours of work are typically Monday to Friday 8:30-4:30pm (flexibility on start and end times) but some evening and weekend work may be required.

Holidays:

Holiday pay is paid to all full-time and part-time employees in accordance with the Nova Scotia Labor Standards Code. ANSJI observes the following holidays:

Salaried Workers: New Year's Day, Heritage Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Civic Holiday in August (Natal Day), Labor Day, Thanksgiving Day, Remembrance Day, Christmas Eve, Christmas Day and Boxing Day. All other days that may be considered holiday will need prior approval of the Executive Director.

Vacation:

The Employee will earn up to fifteen (15) days of vacation per annum and will be taken at agreed upon times by the Employee and Employer. Additionally, there are two designated "shut down" periods one in the summer and one in the winter during which you will have time off. The Employee will be notified of these shut down periods in advance.

Probation Period

: Successful candidates will undergo a 3-month probationary period to assess performance and suitability for continued employment.

Start date:

To be determined by the Executive Director.

Pension: Upon completion of the mandatory probationary period, the employee will be permitted to join ANSJI RRSP pension matching program if interested, but this is not mandatory

Benefits:

The Employee will be eligible to enroll in the ANSJI benefits program after successful completion of the probationary period. The benefits are mandatory unless waived by the insurance company if the Employee has comparable coverage.

Job Types: Full-time, Fixed term contract
Contract length: 8 months

Pay: $45,000.00-$55,000.00 per year

Benefits:

Dental care Employee assistance program Extended health care On-site parking Paid time off RRSP match Vision care
Schedule:

Monday to Friday Weekends as needed
Work Location: In person

Application deadline: 2025-08-01