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: December 11, 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, helping 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.

We value a workplace where diversity, in all its forms, is encouraged and recognized. We welcome applications from Indigenous People, African Nova Scotians and Other Racially Visible Persons, Persons with Disabilities and Women in under-represented occupations. 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.

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 includes developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation. The Office Manager may identify potential areas for process improvements and recommend solutions. This role requires the ability to work independently and experience in managing a wide range of administrative duties.

Duties and Responsibilities:

1. Support the Managing Lawyer on a wide range of administrative services.
2. Manage office services by ensuring operations and procedures are organized, correspondences controlled, filing systems designed, supply requisitions reviewed and approved, and administrative functions assigned and monitored.
3. Allocate tasks and assignments and monitor performance.
4. Provide day-to-day supervision of staff including attendance management, casual time sheet approvals, scheduling of vacations, modified work weeks and other time off.
5. Ensure top performance of office staff by providing adequate coaching and guidance.
6. Manage internal staff relations.
7. Organize and schedule meetings and appointments.
8. Manage relationships with vendors, ensuring timely invoicing and payments.
9. Develop standards and promote activities that enhance operational procedures.
10. Organize orientation and training of new staff members.
11. Maintain security, integrity, and confidentiality of data.
12. Oversee adherence to office policies and procedures.
13. Monitor and maintain office supplies inventory.
14. Maintain a safe, secure, and pleasant work environment.
15. Draft and complete internal and external correspondence, legal documents, and other required documents for the Managing Lawyer or staff lawyers.
16. Assist with communication among all office staff as required.

Ideal Attributes and Skills:

1. Ability to work independently and take initiative.
2. Effective communication with the public, judges, senior government officials, lawyers, and agencies.
3. Compliance with NSLAC’s policies and procedures.
4. Demonstrated time management and ability to handle conflicting priorities.
5. Excellent interpersonal skills.
6. Experience with legal research applications, MS Office, and Outlook.

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

If you are talented, hardworking, and want to be a member of a dedicated team, 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 all applications, only those selected for an interview will be contacted. All applications will be held in strict confidence.