Job Description

OVERVIEW:

JOB PURPOSE:

The File Management Coordinator (FMC) provides support for file management and hearings at the Law Society Tribunal, including intake, maintaining electronic files, and supporting and assisting the panel and court reporter/monitor at hearings. Each FMC is responsible for a group of Tribunal files and will be the primary contact person for the parties and adjudicators on their assigned files. The FMC assists in ensuring that Tribunal rules and processes are complied with in filings and at hearings and acts as clerk during complex hearings. The FMC assists adjudicators in drafting endorsements consistent with Tribunal procedures and prepares draft orders. The FMC monitors the Tribunal’s e-mail inbox, providing timely and accurate responses to inquiries from adjudicators, parties and the public and redirects information to adjudicators as appropriate. The FMC monitors deadlines to ensure materials are submitted by the parties on time and are redirected to adjudicators as appropriate. The FMC sets up the hearing room before the hearing and debriefs with the panel and court reporter/monitor afterwards, responding to inquiries and providing guidance on Tribunal processes and procedures. The FMC focuses on service to the public, professions and parties, applying and promoting the Tribunal’s core values of fairness, quality, transparency and timeliness.

QUALIFICATIONS REQUIRED:

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  A college diploma, university degree or equivalent.
• Three years’ experience related to file management, administration, and customer service in a legal environment, preferably in an administrative tribunal or court.
• Excellent grasp of principles and best practices in delivering superior client service.
• Understanding of the L aw Society and the Law Society Tribunal, their policies and mandates.
• Detailed knowledge of administrative tribunal or court procedures and requirements and the Law Society Tribunal Rules of Practice and Procedure.
• Excellent attention to detail and ability to multi-task and respond under time pressure.
• Knowledge of legal concepts and processes as they relate to an adjudicative tribunal setting.
• Clear, concise and articulate verbal and written communication skills to compose correspondence, communicate detailed information and provide audience-appropriate explanations and clarification.
• Comprehends complex written and spoken information in order to detect and correct omissions in process, procedure or detail.
• Proficiency in MS Word, Teams, and Excel, AS400, SharePoint, Zoom and the Internet.

KEY ACCOUNTABILITIES:
Client / Customer Service Delivery

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  Processes new applications and other documents filed with the Tribunal on its electronic case management system.
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  Primary contact for communications between the parties, the Tribunal and adjudicators.
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  Responds to time-sensitive communications quickly, seeking guidance where appropriate.
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  Provides concise, accurate responses to inquiries from parties and adjudicators, updates Tribunal files and monitors deadlines.
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  Sets up the virtual or physical hearing room before hearings and, where an in-person hearing takes place, cleans up afterwards.
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  Supports the needs of the parties, court reporter/monitors and adjudicators at hearings, manages documents, and ensures the record is complete and endorsed as appropriate.
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  When assigned to be present at a hearing, the FMC takes notes, stamps exhibits, and provides guidance on Tribunal processes and requirements.
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  Accurately maintains electronic files so that processes and the Tribunal rules are followed consistently, and information is easily available to other staff, court reporter/monitors and adjudicators.
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  Prepares draft orders and sends endorsements and orders to the parties and adjudicators.
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  Inputs time sensitive information on the Law Society Tribunal’s electronic file management system and pulls reports.
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  Coordinates the ordering of transcripts with the court reporting service. The FMC also reviews closed files and separates public and not public documents for file review requests.
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  Backs up for other FMCs and is assigned as back up for the Administrator, Scheduling Coordinator or Publication Coordinator, fulling understanding that role.
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  Assists with continuous departmental performance improvement (work process, procedures, and service standards), meeting or exceeding high performance targets and standards with respect to accurate and timely file management.
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  Identifies gaps in process and procedure, bringing them to the attention of the Registrar or Chair and other team members and participates in solutions development to optimize both individual and departmental performance.

Team Membership

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  Works as a part of a diverse, collegial team that includes adjudicators from a variety of backgrounds, staff, court reporter/monitors, counsel and the Chair.
• Is fully familiar with the work of other staff positions and backs up for colleagues as assigned.

Relationship and Alliance Building

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  Builds solid relationships with adjudicators, staff, and court reporter/monitor, using persuasive skills to encourage consistency while respecting adjudicative independence.
• Promotes confidence in the Tribunal through all interactions.
• Updates the Registrar and/or Chair on issues of significance.

WORKING ARRANGEMENT:
The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.

ACCOMMODATION:
The Law Society of Ontario values and respects diversity. We are committed to creating an accessible, barrier-free and inclusive workplace in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted. If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at hr@lso.ca or call 416-947-3438.