Office Administrator - Nanaimo IJC

Indigenous Justice Centres Full Time Nanaimo, BC $45,000 - $55,000 CAD per year

Empowered by the First Nations Leadership Council and in partnership with the provincial and federal governments, the BC First Nations Justice Council (BCFNJC) is responsible to 204 First Nations in BC. Our mandate is to reduce the overrepresentation of First Nations Métis and Inuit people in the criminal justice system and the child protection system, and to support Nations as they move to sovereignty over justice.

Indigenous people in BC deserve world-class legal services and programs. To this end, we are seeking team members who share our vision, understand the gravity of the work, are excited by the opportunity and will not stop until we reach our goal. We take our mandate seriously but also strive for a balanced, caring work environment that is respectful and supportive.

The Indigenous Justice Centers (IJCs) are spaces where those facing involvement in the colonial justice systems can come for legal support. BCFNJC recognizes that Indigenous people are significantly overrepresented in both the correctional and child welfare systems and often face intersecting systemic and social barriers to navigating the colonial systems. Indigenous women, girls and 2SLGBTQQIA+ peoples are among the most impacted as victims, survivors and families of gender-based violence and of MMIWG2S+.

The IJCs houses Legal and Outreach teams that bring together a range of community, cultural and professional expertise that are available to people navigating criminal and child protection cases. The interdisciplinary team works together with a client-centered approach to access the legal and social supports that effect their housing, employment, physical and mental health and wellness, necessary to address the challenges facing them in the child protection and criminal justice systems.

IJCs integrates staff wellness into daily operations, recognizing that IJC teams may carry the weight of IJC clients’ experiences of injustice and trauma. All staff are part of a proactive approach to wellness that includes access to cultural supports, attention to physical and mental health and reasonable workloads. Staff are expected to take vacation and personal leaves and work collaboratively to cover absences, ensuring that the team remains healthy and able to provide high quality services.

Position Summary

The Office Administrator is responsible for promoting a culturally safe and supportive work environment and welcoming clients and community members into the Indigenous Justice Centre. The Office Administrator will work to keep the IJC secure and help to manage relationships and interactions outside the IJC doors and when people are in the space. They will conduct intake for new clients, support warm referrals and assist with reception, scheduling, mail, and other offices tasks as assigned.

Job Duties and Responsibilities

• Manage client experience and ensure a culturally safe experience for anyone coming into the office and maintain accessibility in both availability and warmth of services.
• Provide an empathetic, gentle approach to difficult interactions within and at the IJC doors to ensure client, community and team safety.
• Conduct initial intake conversations with new clients.
• Work closely with the Managing lawyer(s) to ensure an overall collaborative operation of the Indigenous Justice Centre.
• Support office operations for smooth operations and to provide preventative measures by identifying issues.
• Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified.
• Oversee office interactions, responding to requests and questions.
• Maintain office efficiency by organizing procedures, handling correspondence, managing filing systems, and overseeing office maintenance, supplies and equipment uninterrupted function.
• Provide direct administrative supports as needed, including scheduling appointments, meetings, and events as needed.
• Assist with office space/infrastructure scheduling, maintenance and planning (moves, adds, and changes to workstations).
• Liaise with other staff to share and exchange information and provide guidance as appropriate.
• Maintain confidentiality of client-related information.
• Participate in IJCs proactive approach to staff wellness.
• Compile information for annual and other reports and ensure comprehensive statistics are maintained as required.
• Contribute to the collaborative approach to wrap-around services in the Indigenous Justice Centres.
• Work together with the IJC team to maintain a welcoming, high-function centre by supporting colleagues and community partners, as assigned.
• Provide reception coverage.
• Comply with BCFNJC policies and procedures.
• Other duties as assigned.

Qualifications and Work Experience

• 3-5 years' experience working as an office manager or a similar role or the equivalent combination of education and experience.
• Knowledge of local and urban Indigenous cultures is preferred.
• Excellent interpersonal and communication skills.
• Empathetic approach to people who are unhomed or dealing with addictions.
• Knowledge of MS Office programs including (Word, Excel, Outlook, PowerPoint).
• Knowledge of the WorkSafeBC requirements that apply to the work under your supervision and make sure those requirements are met.
• Self-motivated individual with the ability to work with minimal supervision in a team-oriented setting.
• Knowledge of clerical practices and procedures and organization management principles.
• Strong time-management and people skills, flexibility, and multitasking ability.
• Ability to maintain confidentiality, problem solve and take initiative.
• Understanding of interdisciplinary approach and respect for non-legal supports.
• Commitment to collaborative team environment.
• A clear criminal reference check (CPIC) and Vulnerable Sector Clearance will be a condition of employment.

Job Description

IJC Office Administrator

Reporting

This position will report to the IJC Operations Supervisor; daily operations oversight by local Managing Lawyer

Pay Range

$45,000 - $55,000 annually

Benefits

Extended benefits package that includes extended health and dental, personal days, paid vacation, and RRSP/TFSA savings plans

Hours

Full-time (35 hours/week); Mondays to Fridays, 8:30am - 4:30pm

While we recognize the value of diversity in the workplace and welcome applications from people of all backgrounds, preference will be provided to Indigenous applicants in accordance with section 41 of the BC Human Rights Code. Candidates of Indigenous background are encouraged to self-identify on their application.