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 Senior Administrator, Judicial Services Page 1 Revised December 2016 GOVERNMENT OF NUNAVUT JOB DESCRIPTION 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; Senior Administrator, Judicial Services Page 2 Revised December 2016 GOVERNMENT OF NUNAVUT JOB DESCRIPTION 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,