Court and Client Representative/assistant Trial Coordinator

Consider this challenging opportunity working for the Ministry of the Attorney General in the Superior and/or Ontario Court of Justice as a Court and Client Representative/Assistant Trial Coordinator. In this position you will provide technical guidance, information and support for the provision of an accessible, fair, timely and effective justice service to the public and justice participants and assist with the scheduling of cases for the Ontario and Superior Courts of Justice.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

You will provide court support functions (pre-court, in-session and post-court) by:

• ensuring all pre-court work is conducted prior to each day's proceedings (example: preparation and presentation of exhibits, distributing court dockets)
• preparing and presenting all court documents and ensuring accuracy and completion of same
• testing court audio and recording equipment prior, during court and after each recess
• setting up, troubleshooting and monitoring court video technology for appearances that requires video
• maintaining order and decorum in the courtroom (example: administering oaths and cautions, relaying orders of the court arranging adjournment dates)
• liaising with various court staff, stakeholders and judiciary to ensure proper case-flow
• ensuring all proceedings are recorded and annotated in accordance to legislative requirements, ministry guidelines and standards
• ensuring courtroom and court recordings are secure and safeguarded
• preparing and checking court documents for accuracy and completion as per legislated requirements and Rules of Procedure
• coordinating and managing the jury panel and all jury related duties


You will provide client support at the public counter and in the court office by:

• providing professional and respectful services to clients at all times
• determining nature and scope of client needs in relation to requirements of the court
• providing advice and guidance to clients in alliance with legislation, rules, procedures and policy
• ensuring accuracy and completion of all filings and that timelines are adhered to
• preparing and signing court documents under statutory authority of clerk of the court (example: warrants of committal, restraining orders, affidavits)
• accurately inputting, updating and listing court information and filings into manual or computerized systems to ensure most up-to-date information is available
• recording statistics and preparing system generated reports
• process filings, fees, restitution, fines and payments
• issuing invoices and writing correspondence
• assisting with exhibit management and managing current and archival files

You will assist with the scheduling of court cases by:

• coordinating numerous changes in lists
• scheduling court cases and maintaining manual court lists and electronic scheduling database
• ensuring all parties are aware of scheduled appointments
• greeting parties appearing for judicial pre-trials, and personally escorting them into judicial chambers
• participating in the planning of judicial sittings schedules
• assisting in the preparation and analysis of statistical information
• responding to inquiries in writing, over the telephone or at the counter
• identifying and actioning special requirements (example: need for interpreters, security, accessibility and facility accommodations)
• providing ongoing assistance and technical guidance to court staff

How do I qualify?

Communication and Client Service Skills:

• You have demonstrated knowledge of customer service principles and standards to consistently provide professional, responsive and accessible client service.
• You have collaboration, team building and mentoring skills to provide leadership, technical advice, guidance and coaching to court staff.
• You demonstrate professional and respectful behaviour to ensure a workplace free from bias, harassment and discrimination.
• You can provide concise explanations and clarification of complex information (example: the Rules of Civil Procedure, guidelines, procedures, legislation).
• You have the ability to liaise and build rapport with the public, members of the legal community and court house staff to provide information and support relating to court orders and judgments.
• You can prepare a variety of written documents with a high degree of accuracy (example: routine correspondence to clients, orders).
• You can address small to large groups of individuals in a public setting (example: during courtroom proceedings).
• You have listening and comprehension skills to ensure an accurate and complete recording of proceedings.
• You have demonstrated attention to detail to ensure that forms and other legal documents are completed fully and accurately.

Technical Proficiency:

• You have the ability to operate and troubleshoot digital recording devices to ensure the accurate recording and annotation of court proceedings, provide playback upon request of the court, to ensure the timely delivery of services and resolve operational and technical issues.
• You have the ability to operate and troubleshoot multi-functional devices, remote video technology, electronic evidence display equipment, assistive listening devices, and child-friendly courtroom equipment to ensure the timely delivery of services and resolve operational and technical issues.

Procedural Knowledge:

• You have the ability to acquire and apply knowledge of courtroom procedures, practices and protocols to ensure proper operation of the court (example: organizing court lists of day's proceedings).
• You are able to interpret and apply relevant legislative requirements, guidelines and directives (example: Criminal Code, Child and Family Services Act, Rules of Civil Procedure, lawyer's referral service) to provide information to clients and deliver court services.
• You have the ability to acquire and apply knowledge of Court services division programs and services to direct clients to available services as the first point of contact.
• You have experience with administrative and clerical functions in order to manage active and archived files.
• You have an understanding of scheduling strategies to assist with trial scheduling.

Planning, Organizational and Time Management Skills:

• You possess flexibility and adaptability to accommodate constant shifts in focus and changing priorities.
• You have the ability to organize and prioritize your workload and to respond to unforeseen demands.
• You are able to work independently and in a team environment.
• You have time management, coordination and planning skills to assist with the development and management of complex schedules for multiple court sittings.

Problem-Solving and Judgement Skills:

• You have demonstrated problem solving skills in order to identify, address and resolve clients' problems and concerns.
• You are able to interpret and assess situations or circumstances and make sound judgements based on the information gathered.
• You have the ability to identify and resolve scheduling issues.
• You have demonstrated analytical skills to assist with the compilation of statistical data.

Other Essential Skills:

• You are proficient with computer software (example: Microsoft Office), operational and case management systems (example: ICON and FRANK), and the Internet to access and retrieve information from databases, prepare correspondence, conduct research and produce statistical reports and spreadsheets.
• You have keyboarding skills to accurately prepare and complete documentation and to annotate court proceedings within tight deadlines.
• You possess arithmetic skills to receive payments, calculate fees, collect and balance monies.
• You have the ability to operate a cash register and point of sale machine to handle cash and credit/debit card transactions.