Legal Secretary

  • WSIB
  • Toronto, Ontario, Canada
  • Feb 06, 2020
Full time Legal Assistant Legal Support Legal Secretary

Job Description

Provide confidential legal and administrative support to staff handling employment and advisory matters such as: terminations, grievances, labour relations, human rights, judicial reviews, litigation; access to information and privacy; and Ombudsman and WSIAT appeals.   Major Responsibilities:   Provide confidential legal and administrative support to Legal Counsel and NBU Paralegal/Law Clerk who are handling matters such as terminations, disciplines, grievances, labour relations and human rights claims by:
  • completing an intake service to screen for nature of matter and opening file or assigning enquiry
  • gathering required information/documentation from areas such as Human Resources for Legal staff’s review
  • preparing applicable labour and employment releases such as voluntary exit agreements as per established templates for Legal Counsel’s approval and subsequent issuance
  • verifying labour and employment settlement information prior to execution to ensure monetary values are accurately reflected
  • assisting with arranging grievances, human rights hearings and other meetings such as conferences
  • monitoring tickler systems relating to hearing/appeal dates and venues
  • entering and maintaining data into databases and spreadsheets relating to matters such as grievances and terminations
  • maintaining physical and electronic legal files
Act as a central contact to receive and process advisory matters such as Workplace Safety and Insurance Appeals Tribunal (WSIAT) correspondence relating to Notices of Appeal/requests for submissions by:
  • reviewing preliminary information such as the covering letter from WSIAT to determine the nature of the appeal
  • copying and forwarding relevant documentation to Legal Counsel and designated Audit/Policy and/or Operations staff for their review and recommendation as to whether the WSIB should make amicus curiae submissions
  • informing WSIAT via correspondence, of the Board’s decision to participate/not participate in making amicus curiae submissions
  • receiving and filing copies of WSIAT case file materials in situations where the WSIB has indicated it will make amicus curiae submissions; advising Legal Counsel/Operations/Policy and/or Audit of Notices of Hearings dates
  • formatting amicus curiae submissions for lawyer’s signature; faxing submissions to the Tribunal and providing copies to relevant areas receiving and filing final WSIAT decisions
Provide confidential legal and administrative support by:
  • preparing statistical reports by compiling and entering information/data, such as number of files opened/closed/settled based upon nature of matter
  • setting up and maintaining follow-up/bring-forward system for correspondence, court/tribunal deadlines and limitation periods etc.
  • typing and transcribing a variety of materials such as general correspondence, court/tribunal documents from dicta equipment or written notes using Branch software applications
  • compiling, drafting correspondence, covering memos, reports based on existing templates or instructions received from Legal Counsel or NBU Paralegal/Law Clerk
  • sending documents by fax, mail, process server, courier, or electronic mail
  • filing documents such as correspondence, legal opinions and minutes of settlement
  • photocopying, binding, scanning and redacting documents for disclosure or other purposes
  • purging files and sending for offsite storage as per retention guidelines
  • arranging meetings and booking meeting rooms
  • making travel arrangements for management, Legal Counsel and Paralegal/Law Clerk
  • assisting with maintaining Law Library
Perform other related duties as assigned or required such as:
  • on a rotational basis, taking general enquiry telephone calls and responding to procedural and other basic Legal Services issues; identifying and referring complex issues to the appropriate lawyer-on-call or other WSIB areas
  • maintaining and updating job procedures manual
  • assisting or providing back up coverage for other support positions within the Division such as Business Assistant within Legal Services.
Job Requirements:   1) Education requirements:
  • Law Clerk or Paralegal Designation
2) Experience:
    • 3 years (5-7 years preferred)


As a precondition of employment, the WSIB will require a prospective candidate to undergo a criminal records name check prior to or at any time following hire.


To apply for this position, please submit your application by the closing date noted above.

We appreciate the interest of all candidates. Due to the volumes of applications we receive, we are only able to contact candidates that are selected to move forward in the recruitment process. The WSIB is an equal opportunity employer.


The WSIB is an equal opportunity employer and provides accommodation for job applicants in accordance with the Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you are an individual with a disability and you need accommodation in order to apply for this position, please contact If you are invited to participate in the assessment process, please provide your accommodation needs at that time. Please be advised that you may be required to provide medical documentation to the WSIB’s Corporate Health Department so that appropriate accommodation can be provided to you throughout the recruitment process.


Employees of the WSIB have important ethical responsibilities, including the obligation to place the public interest above personal interests. Job applicants are therefore required to disclose any circumstance that could result in a real, potential or perceived conflict of interest. These may include: political activity, directorship or other outside employment and certain personal relationships (e.g. with existing WSIB employees, clients and/or stakeholders). Please contact TAC if you have any questions about conflict of interest obligations and/ or how to make a disclosure.

Privacy Statement

Personal information will be collected from your resume, application, cover letter and references under the authority of the Workplace Safety and Insurance Act, 1997 and will be used by the Talent Acquisition Centre and WSIB hiring parties to assess/validate your qualifications and/or determine if you meet the requirements of vacant positions and/or gather information relevant for recruitment purposes. If you have questions or concerns regarding the collection and use of your personal information, contact the WSIB Privacy Office, 200 Front Street West, Toronto, ON, M5V 3J1 or 416-344-5323 or 1-800-387-0750 extension 5323. Be advised that information related to application status will not be provided.