Admin Assistant/Receptionist

Description

Job summary

Provides a wide range of administrative support, including receptionist services, to support the Executive Director and supervising lawyers, for the TRU Community Legal Clinic.

Major duties & responsibilities

1. Provides high-quality administrative support by organizing and coordinating workflow, establishing priorities, and ensuring assigned responsibilities are completed efficiently and accurately; resolves routine operational issues and handles confidential and sensitive information with discretion.
2. Performs a variety of administrative and secretarial duties, including preparing and formatting correspondence, reports, spreadsheets, mail merges, and other documents, as well as recording and transcribing meeting minutes with a high degree of accuracy.
3. Provides reception services and serves as the first point of contact for clients, students, faculty, and visitors; responds to inquiries, welcomes guests, and addresses concerns in a timely, professional, and customer-focused manner.
4. Conducts initial client intake and eligibility screening and schedules intake appointments in accordance with clinic procedures.
5. Receives, sorts, distributes, and processes incoming and outgoing mail and courier deliveries as required.
6. Establishes, maintains, and updates filing systems and records in accordance with legal, privacy, and organizational requirements.
7. Ensures client files are opened, maintained, stored, retained, and destroyed in accordance with established procedures and record retention requirements.
8. Maintains office supply inventories, coordinates replenishment of stock, and identifies, troubleshoots, and reports equipment maintenance and service issues.
9. Provides administrative support to clinic staff by coordinating schedules, appointments, meetings, and other operational logistics.
10. Identifies opportunities to improve administrative processes, procedures, and office practices and recommends solutions to enhance efficiency, accuracy, and customer service.
11. Assists with the implementation of approved process improvements, supports the adoption of new procedures, and contributes to the ongoing effectiveness of reception and administrative operations.
12. Provides guidance and administrative support to student clinicians regarding clinic procedures, appointment scheduling, file management, and administrative requirements.
13. Supports student clinician compliance with clinic administrative procedures and contributes to the efficient operation of the clinic and delivery of high-quality client service.
14. Coordinates and arranges meetings, catering, travel, facilities, equipment, and related logistics; researches and assembles background materials and assists with the planning and delivery of clinic events and activities.
15. Assists with the preparation of legal and court materials by printing, organizing, assembling, and quality-checking legal documents, such as pleading binders, etc. in accordance with established court and clinic requirements.
16. Maintains a professional, safe, and welcoming office environment by performing light office upkeep duties, including loading and unloading the dishwasher, tidying common areas, restocking kitchen and office supplies, and coordinating additional cleaning or maintenance needs as required.

Skills, knowledge or abilities related to the job

• Ability to perform electronic word processing at 60 wpm and data entry
• The proven ability to take and transcribe minutes and correspondence at 70 verbal wpm
• The proven ability to effectively use Excel, PowerPoint and other Microsoft programs
• Ability to communicate effectively both verbally and in writing, often required to guide and manage crowd flow
• Ability to deal courteously and tactfully with students, staff and members of the general public, including members of the legal community
• Ability to manage client files, records and maintain client confidentiality
• Ability to prioritize and coordinate workload during peak or high‑volume periods to maintain continuous service coverage
• Demonstrates strong social and interpersonal skills while maintaining a high level of professionalism, ensuring all visitors, callers, and staff feel welcomed and respected

Required qualifications

Education:

Grade 12, plus six months post-secondary courses including all Microsoft Office programs or equivalent

Experience:

Three (3) years’ related experience, including: