GOVERNMENT OF NUNAVUT JOB DESCRIPTION

1. IDENTIFICATION

Position No. Job Title Supervisor’s Position 05-09975 Senior Administrator Judicial Services Director, Court Services (05-9972)

Department Division/Region Community Location Justice Court Services Iqaluit Nunavut Justice Centre

Fin. Code: 05600/ 01/ 1/ 111/ 0540010/ 01

2. PURPOSE

Main reason why the position exists, within what context and what the overall end result is. Under the supervision of the Director, Court Services, and under the direction of the Senior Judge of the Nunavut Court of Justice (NCJ), the incumbent provides executive administrative services to the highest level of Judiciary in Nunavut, the Executive Legal Officer and the Senior Justice of the Peace; plans, organizes and manages all services related to the administration of the office of the Senior Judge; and supervises one judicial administrative assistant and various casual staff. The incumbent also proactively manages stakeholder relationships between the NCJ judiciary and executive branches of the federal & territorial governments, the legal profession and the general public, to achieve program goals.

3. SCOPE

Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the public directly or indirectly. How does the position impact those groups/individuals, the organization and/or budgets. What is the magnitude of that impact. Reporting to the Senior Administrator is one Judicial Administrative Assistant, and various casual staff, including summer students. The Court services all twenty-six communities and, including Iqaluit, has more than seventy circuits per year.

The incumbent's contribution to the judicial branch of government is significant. The Nunavut Court of Justice (NCJ) is the only single level trial court in Canada, which means that judicial services are consolidated for both the Territorial and Superior court work. The incumbent must administer executive support services to 6 resident judges, the Executive Legal Officer, and approximately 50 non-resident Deputy Judges when they preside over Nunavut court sittings, the Chief Justice and other judges of the Court of Appeal, the Federal Court of Canada, the Tax Court of Canada, the Senior Justice of the Peace and approximately 60 Justices of the Peace in communities throughout Nunavut.

The incumbent must report through and be accountable to Federal Judicial Affairs at the Department of Justice Canada for judicial spending, administration of Judicom System accounts, and education and training requirements for the judiciary.

The incumbent provides front-line liaison on behalf of the Judiciary to the executive branch of Government, the Government of Canada, Court staff, Chief Justice of the Court of Appeal, the Supreme Court of Canada, the Canadian Judicial Council, National Judicial Institute, Royal Canadian

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Mounted Police, Canadian Bar Association, Law Society of Nunavut, Office of the Commissioner for Federal Judicial Affairs, Commissioner of Nunavut, senior members of the Canadian Judiciary, members of the legal profession, the media and the general public.

The incumbent is an active contact representing the judiciary on a national association of Court Executive Officers to Chief Justices and is the back-up member (to the Law Clerk and Executive Legal Officer) to formal meetings of this association when required.

Errors made in communications to and from the judiciary could have immediate consequences on the integrity of justice, program delivery and the rights and privileges of citizens of Nunavut; such errors may be very difficult to correct, and be costly and embarrassing to the legislative and executive branches of Nunavut government.

4. RESPONSIBILITIES

Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. 1) Management & supervision of the Administrative Coordinator of the JP Program and various casual staff by:  providing leadership, direction and coordination in identifying, communicating and interpreting new initiatives;  providing technical direction and interpretation of administrative and operational policies procedures and their application;  managing human resources including recruitment and training, succession planning, illness & injury management and performance management.

2) Providing confidential advice and administrative support services to the Senior Judge, the Executive Legal Officer and deputy judges of the NCJ by:  Informing and advising the Senior Judge on a regular basis, in person and by preparing briefing notes and developing proposed responses/recommendations, on any developing issues of concern and on matters that may or will affect the functioning of the NCJ or Court of Appeal, following an analysis of how such emerging issues might impact the Courts’ independence or the constitutional functions of the Courts;  Independently responding to correspondence and other communications/requests from the Canadian Judicial Council and the Office of the Commissioner for Federal Judicial Affairs to ensure that all appropriate documentation is processed and that matters are brought to the attention of the judges of the NCJ;  liaising and assisting the Federal Judicial Appointment Committee in setting up the process to appoint judges to the NCJ;  Coordinating and assisting the staff of the Commissioner of Nunavut when the senior judge is required to assume the responsibilities of that position;  Advising and assisting the Senior Judge in administering the court schedule by maintaining the Judicial Assignment Roster, assisting in organizing focussing conferences with counsel and judges as required, including corresponding and/or communicating with Deputy Judges of the NCJ and Judges of the Court of Appeal;

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 Keeping up to date on the knowledge of administrative policies of the Office of the Commissioner for Federal Judicial Affairs with respect to judges’ compensation, benefits, expenses, travel claims, personnel policies, educational training, language training, etc. ensuring the preparation, distribution and electronic filing of formal judgments, orders and other legal documents in an accurate format, timely and professional fashion in accordance with the Rules of Court, Judgments Standard, Canadian Citation Standards, etc and filing and distribution of judgments;  Shall maintain the master copy and record updates and format changes to the Rules of Court, Regulations, Practice Directives, financial and administrative manuals as required;  Attends meetings, records and distributes minutes, and maintains mailing and distribution lists for various committees.  The incumbent is responsible for managing travel including booking scheduled flights, accommodations, meals and confirming charter arrangements for the Nunavut Court of Justice for all Judges and Deputy Judges within all 26 Nunavut communities.

3) Acts as key resource person and liaison for the judiciary with justice partners (Ministers of the Nunavut and Federal Governments, Senior levels of the Executive branches of Nunavut and Federal Governments, senior officers of the legal profession both territorially and nationally) by:  tactfully, but firmly, maintaining the independence of the judiciary and protecting the judiciary from interference or unwarranted interruptions in the discharge of their functions;  receiving and screening visitors / phone calls from government officials, judges, lawyers, the media and the public, and dispensing information where appropriate in a manner that requires discretion and a knowledge of the role and functions of the judicial branch of government, and making appropriate referrals in response to enquiries;  maintaining ongoing contact with justice partners to ensure any problems are resolved:  displaying the highest standards of probity and professionalism;  maintains contact membership of the Association of Court Executive Officers to Chief Justices in a support role to the Executive Legal Officer and Law Clerk for the purpose of exchanging ideas, best practices and policies that have been developed across the country such as judicial security, publication of judgments and judicial media relations policies if required.

4) Develops policy & procedures manuals, statistics compilation and analysis:  Works with the Executive Legal Officer and other members of the Office of the Senior Judge to create and organize material to develop statistics and reports for the Annual Report of the NCJ;  Creating, organizing and maintaining manuals of practices and procedures to be used by support staff.

5) Acts as the key liaison with the Chief Justice of the Court of Appeal  Assists the COA Judges with all travel, accommodation and other arrangements relating to their sittings in Nunavut;  Makes arrangements for meetings, dinners and other activities outside the courtroom;  Maintaining files of the Court of Appeals judiciary decisions;  Administers the assignment, timelines and submission of various judicial documents for proof reading, formatting and translation as required.

6) Developing, organizing and maintaining appropriate systems:  a confidential filing system  a record-keeping system including appropriate storage of all inactive records of value in

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designated and safe storage locations within the court. The incumbent is responsible for the control of inactive records housed and for the accurate recording of all inactive files  an effective bring-forward system  consults with the judges and the Court Librarian to ensure library resource materials in judge’s chambers are current  use of the Judicom program for all contact with Deputy and COA Judges across Canada  an information system on administrative policies in the Office of the Commissioner for Federal Judicial Affairs including: - Judges’ compensation and benefits - Judges’ expenses and travel - Personnel policies - Judges’ professional development

7) Financial Services:  The incumbent will hold signing authority for employee leave, payroll timesheets and overtime claims.  Prepares and reviews expense accounts and other financial documentation, including travel claims and expense claims relating to all judicial travel. Reviews JP court expense claims throughout Nunavut, according to Nunavut Government funding arrangements for the Justice of the Peace Program.  Records and keeps detailed records on expenditures, and monitors spending and reports to the Senior Judge, Senior JP and Director of Court Services when required.  The incumbent shall be responsible for administering a budget of approximately $25,000/year to administer and support operations of the Office of the Senior Judge.  Works closely with the Manager of Business Planning and Support to prepare a budget of expenditures for the Office of the Senior Judge for the following fiscal year, and an estimate of expenditures for the following two fiscal years, for inclusion in the budget of the Department of Justice and approval by the Government of Nunavut. 8) Plays a key role in the management of Court Administration by:  Providing input to the Director of Court Services by completion of documents and forms; compiling information and statistics in relation to administrative matters and in relation to the development and implementation of operational plans and objectives, as required;  Being an active member of the Courts Management Team and assisting the Director and other members of the team in developing, communicating and implementing appropriate policies and procedures.

5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measurable behaviours and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. This position requires a thorough knowledge and understanding of the respective roles of the executive branch of the government and the judiciary, especially the principle of judicial independence. An understanding of this is essential, as the incumbent must be capable of balancing, in a delicate and professional manner, the fact of employment by the executive

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branch of the GN while working in a highly confidential position for the senior level of the Judiciary in Nunavut.

Fulfilling the responsibilities of the position requires sound knowledge of:  The Court structure in Nunavut (the only unified single level court in Canada) and Canada, and the role and functions of various officers of the Court in the administration of justice;  Legal, social, cultural and political issues in Nunavut relating to the administration of justice;  The types of cases/disputes/litigation brought before the NCJ – criminal, civil, judicial review, etc.;  The statutory role and function of external agencies i.e: Canadian Judicial Council, Office of the Commissioner for Federal Judicial Affairs, National Judicial Institute, etc.;  The functions and roles of the legislative, executive and judicial branches of government, the media, the public, lawyers and court staff.

The incumbent must have or develop to an acceptable level, knowledge of:  legal terminologies, procedures, practices and formats for correspondence, documents and records;  the Rules of Court, Practice Directives, Judicature Act, Jury Act, Justice of Peace Act, Financial Administration Act, etc.;  GN and federal government financial policies and guidelines;  the Administrative Records Classification System.

To fulfill the administrative and supervisory responsibilities, the incumbent requires the following skills:  Effective management and coordination of activities of other (subordinate) senior secretary/assistant positions, and of library and court staff in support of the work and objectives of the NCJ judiciary;  Advanced level of oral, written and word-processing skills and a working knowledge of the use of on-line information systems;  Basic skills in legal and electronic media research for general research and both case law and statue law, via Law Library, Quick Law, Internet;  Ability to conform to various writing standards to prepare documents including but not limited to Electronic Judgment Standardization & Canadian Citation Standards when processing judgments.

The incumbent must have the ability to supervise staff to ensure that the entire workload and all functions within the NCJ Judges’ Chambers are carried out continuously on a timely, efficient and professional basis.

This position requires the ability to use computerized word processing and basic accounting programs. Working knowledge of the Financial Administration Manual, Acts, Regulations and financial policies of the Nunavut Department of Justice and the Courts is required to complete the financial and budgetary obligations of this position.

The incumbent must understand the need for complete confidentiality in respect of all aspects of work performed on behalf of the judiciary and use communication skills and exercise good judgment in

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corresponding in writing or in person.

The position requires an incumbent who has developed an ability to work with senior level officials in utmost confidence on important matters, some of which are highly sensitive, and have the ability to work well under pressure. The individual occupying this position must display a high level of maturity, initiative, good independent judgment and problem solving skills, have excellent interpersonal skills and be able to communicate effectively and tactfully with members of the legal profession, Court staff, government officials and the general public on behalf of the NCJ judiciary.

Required: A minimum Grade XII education, and two years’ administrative experience working in a professional office environment. Preferred: 3 years’ experience in an office environment working in a legal or court related field and one year experience in a supervisory role. An equivalent combination of education and experience may be acceptable.

A capacity to communicate in Inuktitut, Inuinnaqtun and/or French would be an asset for the incumbent when receiving and screening visitors and phone calls.

6. WORKING CONDITIONS

List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration and intensity of each occurrence in measurable time (e.g. every day, two or three times a week, 5 hours a day).

Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue or physical stress. The incumbent may be required frequently to work extra hours in the evenings or on weekends, to achieve program objectives. There is a requirement to contact Deputy Judges in various jurisdictions over various time zones necessitating frequent phone and email contact to communicate assignment and travel changes between members of court administration and members of the judiciary.

Environmental Conditions Indicate the nature of adverse environmental conditions to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that increase the risk of accident, ill health, or physical discomfort. The incumbent will use a VDT (computer monitor) and physical consequences may include strain on the eyes, arms, back, legs, etc. The use of a photocopier and fax machine may require standing for significant periods of time causing strain or discomfort to the torso and legs. These postures will be very frequent during the average workday.

Sensory Demands Indicate the nature of demands on the jobholder’s senses. These demands can be in the form of making judgements to discern something through touch, smell, sight, and/or hearing. It may include concentrated levels of attention to details though one or more of the incumbents’ senses. On a daily basis, incumbent must be able to scrutinize documents rapidly and constantly, as well as listen carefully to issues from the public, legal profession, judiciary and senior government officials.

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Mental Demands Indicate conditions within the job that may lead to mental or emotional fatigue that would increase the risk of such things as tension or anxiety. This position provides support at the highest level of the judicial branch of the Nunavut Government. As such, the responsibility of setting-up, organizing and maintaining executive and administrative support services demands careful planning and ongoing discussion with the judiciary on a daily basis, the Director of Court Services and others as needed. Because the consequences of error can be extremely significant and impact the administration of justice, the development of and consistent adherence to appropriate standards and practices and procedures is absolutely necessary to accomplish the objectives of this position. Because the judges of the court travel a great deal, daily problem-solving will require independent action or action in consultation with the Director of Court Services.

 Accuracy in the preparation of complex documents, letters and records and in communications in-person with professional persons and government officials, on a daily basis, is absolutely necessary. The courts deal with legal matters that can impact an individual’s freedom, safety, family and finances, and inaccuracy in either the records or communications regarding these important matters could severely impact the administration of justice. By implementing systems, practices and procedures, most of the stress inherent in such preparations and communications can be alleviated; however there will be times when unusual or urgent matters may cause significant stress.

 The incumbent is aware of the graphic and emotional context of cases that the judiciary is dealing with and which may cause emotional anxiety and stress. The incumbent must always react calmly and professionally to unpleasant situations and emotionally distraught individuals.

Maintaining professionalism at all times in dealing with judges, lawyers, government officials, RCMP and members of the public, who may be very demanding.

This is a high workload position that demands a high level of concentration, evaluation of priorities and adherence to standards, on a daily basis. Most of the workload will be subject to time constraints.

ADDITIONAL REQUIREMENTS

Position Security  No criminal records check required X Position of Trust – criminal records check required  Highly sensitive position – requires verification of identity and a criminal records check

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7. CERTIFICATION

______Director, Court Services (05-9972) Employee Signature Supervisor Title

Printed Name Supervisor Signature

Date: Date I certify that I have read and understand the I certify that this job description is an accurate description of the responsibilities assigned to this position. responsibilities assigned to the position.

Deputy Head Signature

Date

I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure.

8. ORGANIZATION CHART

Please attach Organizational Chart indicating incumbent’s position, peer positions, subordinate positions (if any) and supervisor position. “The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position”.

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