BRIEF OVERVIEW OF THE JOB
Reporting to the Director of Policing, Oversight & Accountability, the PAU Intake Coordinator & Legal Assistant is responsible for promoting a culturally safe work environment and welcoming clients to the Police Accountability Unit (PAU), which is a virtual legal clinic. The Intake Coordinator conducts intake for new clients, supports warm referrals, and assists with other administrative duties such as records management, arranging travel, and coordinating client services with other work units. The PAU Intake Coordinator and Legal Assistant will also be responsible for assisting the PAU Paralegal in preparing legal documents, filing materials, and completing basic legal assistant tasks.
The successful candidate for this role will be the first point of contact for clients contacting the PAU and therefore must possess strong interpersonal skills and communication skills. The Intake Coordinator must also have excellent organizational skills and a strong sense of initiative.
KEY RESPONSIBILITIES
Intake, Access, and Client Navigation
- Serve as the first point of contact via phone and email for the PAU.
- Interview prospective clients to determine if the person is eligible for services.
- Maintain awareness of other services throughout the province and provide contact information/referral to those resources.
- Receive client referrals from Indigenous Justice Centres and work collaboratively across teams for seamless client services.
Legal Assistant Responsibilities
- Assist the PAU Paralegal in:
- Preparing legal documents (i.e. affidavits, subpoenas, factums, applications and orders, etc.) at the direction of PAU lawyers.
- Preparing and arranging filing of court documents and ensuring proper presentation of material for court.
- Preparing books of authorities and order and log transcript requests.
- In collaboration with the PAU Paralegal, maintain a Bring Forward System for the PAU lawyers to ensure timely response to correspondence, compliance with limitation periods and attendance at appointments.
Collaborative Service Delivery and Wrap‑Around Support
- Work closely with PAU team to ensure a collaborative work unit.
- Contribute to the collaborative approach to wrap-around services in the Indigenous Justice Centers.
Records, Information, and Operational Stewardship
- Work collaboratively with other PAU administrative staff to open, update, maintain, index and assemble client files and records in the case management platform, in accordance with BCFNJC policies.
- Conduct records management functions by classifying and storing records, in accordance with BCFNJC policies.
- Compile and submit statistical data regarding calls received, clients served and services delivered, in accordance with BCFNJC policies.
- Coordinate travel arrangements and communicate itineraries to PAU team members.
- Provide direct administrative support to the PAU team as needed, including scheduling appointments, meetings, and events.
- Provides back-up support to other PAU administrative staff, including administrative duties of the PAU Paralegal.
Professional Practice, Trust, and Accountability
- Assist in developing procedures, protocols and templates for the PAU.
- Handle confidential information with discretion and professionalism.
Other tasks and duties as required at the discretion of the PAU lawyers and the Director.
CHALLENGES OF JOB
- Excellent interpersonal and communication skills including experience and/or comfort using de-escalation practices during client or customer interactions.
- Strong organization, file management, and stress management skills
- Ability to maintain strict confidentiality and demonstrate a high level of professional with tact and good judgment in dealing with sensitive issues.
- Able to work independently with minimal day-to-day supervision as well as working within a collaborative team framework
EDUCATION/EXPERIENCE
Required
Indigenous Perspective/Foundations
- Some solid/good foundational knowledge/understanding of Indigenous culture, art, land rights, language and history or traditions.
Western Ways
- A diploma or degree in legal or business administration, social sciences or humanities or a combination of relevant education and experience.
- 3+ years’ experience working in legal administration, social services, intake or a similar role or the equivalent combination of education and experience.
- Knowledge of MS Office programs including (Word, Excel, Outlook, PowerPoint).
- Comfortable using technology to deliver virtual support.
- Knowledge of clerical practices and procedures and organization management principles.
- A clear criminal reference check (CPIC) will be a condition of employment.
Preferred
- Experience answering phones and directing calls in a legal practice or social work environment, including crisis line training or experience, would be beneficial.
JOB IMPACT – DECISION MAKING
Impact:
- Operates under general direction, makes a broad range of decisions using judgement, knowledge and experience and based on policy and past precedents as a guide to ensure the successful execution of projects; and operates with some latitude for decision making.
- Escalates decisions PAU lawyers or Director, as appropriate and when required
WORKING CONDITIONS & PHYSICAL DEMANDS
Mental:
- Dealing with large amounts of data.
- Dealing with tight timelines/budget constraints.
- Dealing with highly sensitive situations, crisis management and conflict resolution.
- Making difficult decisions that may have impact on others.
Physical:
- Work long hours using computer or other equipment.
- Some lifting up 20-30 lbs.
- Work long hours may include standing, sitting, crouching, kneeling, bending, and/or walking.
Environmental Conditions:
- Work is performed primarily in the office, 50/50 hybrid work model is optional.
Reporting: Director of Policing, Oversight & Accountability
Location: Any BCFNJC location or hybrid
Benefits: Extended benefits package that includes health and dental, personal days, paid vacation, and RRSP/TFSA savings plans
Pay Range: $60,000 - $70,000 annually. Salary is commensurate with education, experience, and years of call.
Hours: Full-time (35hours/week); Mondays to Fridays
While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds, preference will be provided to Indigenous applicants in accordance with section 41 of the BC Human Rights Code. Candidates of Indigenous background are encouraged to self-identify on their application.
