Administrative Assistant, Health Law

Reference # AAHL_-_06-13-19
Open Date June 13, 2019
Location Toronto

Purpose of the Role

The Administrative Assistant will be expected to perform administrative and file management tasks requested by Lawyers and Law Clerks and other support functions both under the direct supervision of the Team Leader and working independently.  This includes copying, filing – both paper and electronic, archive management, scanning and completing general administrative duties as required.

Key Responsibilities

Administration and File Management

  • Scanning and saving work to the document management system as well as PrimaFact
  • Photocopying and faxing documents
  • Receive and process file management requests
  • Re-open files on the system and order file retrieval from storage
  • Add adverse/allied parties to existing files
  • Open new file folders and label accordingly
  • Return or add documents to existing client files
  • Prepare engagement letters as instructed by the Lawyers, Law Clerks and/or Practice Assistants
  • Handle and administer closed files as requested using established file closing procedures
  • Undertake all file management and file housekeeping procedures to ensure filing is constantly up to date including printing and e-filing
  • Assist in billing process including pulling pre-bills, proof-reading and completing minor edits on pre-bills, finalizing invoices and preparing cover letters
  • Assist with Know Your Client procedures and conflict checking procedures
  • Monitor conflict search reports
  • Adding and editing contacts in CRM
  • Taking and acting on instructions
  • Track time spent on all the various administrative tasks for internal reporting purposes
  • All other duties as requested

Client Service

  • Deal with any Lawyers, Law Clerks and Practice Assistants enquiries in a prompt and efficient manner
  • Communicate and liaise with Lawyers, Law Clerks and Practice Assistants on file management issues
  • Consistently and appropriately update Legal Support Team on progress where appropriate
  • Work with Legal Support Team to offer assistance wherever possible

Key Competencies

  • Secondary education graduate; College education; Legal Assistant Program or Paralegal certification preferred
  • 2 to 3 years office experience, preferably in a professional services or law firm environment
  • Strong knowledge of Microsoft Office suite software (e.g. Word, Excel, PowerPoint), iManage experience an asset  
  • Knowledge of CMS, CRM and PrimaFact considered an asset
  • Knowledge of legal terminology within Litigation law
  • Strong written and oral communication skills with excellent interpersonal skills
  • Self-starter with ability to take initiative, work under pressure and meet strict deadlines
  • Demonstrated ability to pay close attention to detail
  • Ability to work well in a team environment
  • Ability to deliver excellent client service

Application

We thank all applicants for their interest in this position, however, only applicants selected for an interview will be contacted.

Everyone at BLG is required to carry out the duties of their role while upholding the important principles of our respectful workplace policies, and treating everyone with respect, regardless of position. At BLG, valuing diversity and inclusion is key to a respectful workplace.

BLG is committed to fostering a diverse and inclusive workplace. We welcome and encourage applications from diverse candidates, including people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

*Please note that relatives of current BLG employees and partners are not eligible for consideration.

Apply Now