Administrative Legal Assistant/Intake… at Legal Aid BC · Victoria

LEGAL AID BC POSTING

TO: LABC STAFF (cc: BCGEU)

FROM: HUMAN RESOURCES DEPARTMENT

POSITION: ADMINISTRATIVE LEGAL ASSISTANT/INTAKE LEGAL ASSISTANT, FLC

                                  ONE FULL-TIME TERM POSITION – VICTORIA

                                     (To April 30, 2027)

COMPETITION NO: B056-26

DATE POSTED: OCTOBER 23, 2026

CLOSING DATE: NOVEMBER 7, 2026

STARTING DATE: ASAP

SALARY: Job Class 10 ($56,845 - $64,857)

HOURS OF WORK: 8:30 am – 4:30 pm (35 hours/week, Monday to Friday) This position is not on the modified workweek.

Legal Aid BC is in the early stages of, and committed to a transformative journey to embedding Truth and Reconciliation, and Equity, Diversity, and Inclusion in all aspects of our work. We seek talent from equity-seeking groups, including but not limited to individuals who self-identify as First Nations, Inuit, or Métis descent, persons with disabilities, gender diverse, racialized, and members of the 2SLGBTQIA+ community be a part of this exciting stage of Legal Aid BC’s growth. We care deeply about the culture we are building and are looking for staff members who not only excel in their respective areas but are also passionate about supporting the people we serve and each other. If this resonates with you, we encourage you to apply. All interested and eligible applicants will be considered with due consideration to all protected grounds under the BC Human Rights Code. If we can do anything to make your application experience a positive and equitable one, we want to hear from you on what we can do better.

Pursuant to approval granted under the Special Programs section of the BC Human Rights Code, preference will be given to applicants of Indigenous Ancestry. We encourage applicants to self-identify within their resume and/or cover letter.

PRIMARY FUNCTION:

Provide administrative and legal administrative support for the Department, Managing Lawyer, Lead Lawyer, Staff Lawyer, roster lawyers lead and/or Paralegal/Advocate. Provide front line services to the public for in-person, online and telephone legal aid programs including intake services Provide legal information and assess eligibility and suitability for services.

The following job duties are illustrative examples and shall not be construed as an exhaustive description of all the work requirements that may be inherent in the job.

VALUES STATEMENT:

Our commitment to the principles of fundamental justice embedded in the Charter of Rights and Freedoms, and to Truth and Reconciliation, and Equity, Diversity, and Inclusion is ambitious and foundational. It informs everything we do, as we defend liberty, equality, autonomy, and dignity; as we dismantle colonization, racism, sexism, ableism, transphobia and homophobia, and all discrimination. These are our values, and they inform our hiring practices too. Our business is aiding people in severe legal distress and necessitates internal and external alignment of practicing these values. Integrating Truth and Reconciliation and Equity, Diversity, and Inclusion throughout every aspect of Legal Aid BC is critical to building that culture, and we prioritize ongoing resources to achieve that goal.

DUTIES:

PROGRAM COORDINATION:

Coordination of the day to day running of the program operations; Assist with the implementation and delivery of the program; Provide input to and maintain program processes, policies and procedures, create and maintain manuals, and records management; Process and maintain program data, databases, data input and reporting; and Maintain quality control of operating policies established by the lead lawyer and program team.

2.   ADMINISTRATION:
   

Draft, produce routine correspondence and legal documents, answer telephone inquiries, provide information on services offered or direct to other community resources; Provide administrative support to the Department, Lead Lawyer, Managing Lawyer, Staff Lawyer, roster lawyers and/or paralegal/advocate(s) including ensuring time keeping is entered into systems; Order pamphlets and office supplies, call for equipment repairs, and maintain library material; Develop and maintain filing system, including storage and destruction; Develop and maintain client file lists, and client records in the database and other LABC systems; Provide required documents to lawyers, clients, and other external contacts as required and respond to follow-up requests and or problems regarding referrals and contracts; Maintain a “bring forward” system, limitation diary, calendar, and calendar shared with roster, Staff, Managing and/or Lead Lawyers; Maintain and reconcile petty cash fund; remit for reimbursement; and Orient, train, schedule, and provide guidance to new and casual staff and roster lawyers as required.

3.   CLIENT FILE MANAGEMENT:
   

Open, process, maintain and close case files; Contact lawyers to arrange services, make referrals and issue contracts to private bar lawyers, or other agencies; Book appointments for the lawyer(s) and/or paralegal/advocate(s), coordinate scheduling of client appointments, maintain and update the calendar shared by lawyers, contact lawyers to arrange client services; Enter data into LABC client database and process and issue contracts; and Monitor the message centre and respond to client enquiries and messages.

4.   INTAKE SERVICES / PUBLIC LEGAL EDUCATION & INFORMATION:
   

Provide an empathetic, non-judgmental, open-minded and person-centered approach aimed at building trust with clients in order to identify legal issues and urgency, meeting them where they are at; Practice active listening, non-violent communication, non-violent crisis intervention and de-escalation techniques in order to achieve communication and information sharing with clients facing barriers to accessing legal services through a lens of Truth & Reconciliation and Equity, Diversity & Inclusion; Use trauma informed, anti-oppressive and culturally sensitive approach to complete client intake by obtaining client information to complete legal aid application; Interview clients in person and by phone to answer enquiries, analyze and clearly identify client’s legal issue(s), urgency of issue and communicate legal information / verified legal advice; Identify client’s needs and circumstances and decide on course of action, including completion of intake application, provide legal information, redirect to other LABC or community resources; Determine coverage and assess eligibility for legal aid based on legal aid coverage policies and guidelines; Explain LABC coverage and financial eligibility criteria; Keep current and be familiar with changes to policies, processes and procedures that affect clients’ eligibility to Legal Aid; Determine if eligibility criteria can be waived based on current circumstance and past practice, as well as discuss and provide recommendation to supervisor in more complex situations; Communicate decisions on legal aid application and provide rationale for decision of legal aid applications that are not approved; and Refer complex applications and matters to supervisor;

5.   PERFORM OTHER RELATED DUTIES:
   

a) Perform other related duties as required.

QUALIFICATIONS:

Basic Requirements

Grade 12 education supplemented by completed Legal Administration courses or program Completed courses in Law, Sociology or related disciplines Minimum of 5 years of Administration experience in a law environment Minimum of 1 year of Intake experience

Rated Requirements

Demonstrated ability to communicate effectively by active listening, asking questions, and reading to obtain relevant information; to communicate positive or negative information both verbally and in writing, in a tactful and empathetic manner, to internal and external audiences Demonstrated ability to provide quality customer service in a timely and professional manner while exhibiting diplomacy in a stressful and deadline-driven environment Demonstrated ability to act as a representative of the organization by assuming responsibility for providing courteous, empathetic, knowledgeable service to meeting the expectations of clients and service providers Demonstrated ability to proactively identify and analyze problems and make decisions within policy, procedures, and guidelines while exhibiting sound judgment and using discretion where required Demonstrated ability to establish and maintain professional and effective relationships with co-workers, clients, external agencies, and service providers in an environment which includes competing demands, sensitive issues and potential conflict Demonstrated ability to both independently and within a team environment, plan, coordinate, organize and prioritize a diverse, high-volume workload to effectively multi-task and meet deadlines, changing demands and priorities while maintaining accuracy in order to achieve goals and objectives Demonstrated ability to train, orient, motivate, and provide guidance, and act as a resource to others Knowledge of court and tribunal procedures Working knowledge of Family and Child Protection Law rules and procedures and understanding of impact of family violence General knowledge of methods available to stay current with Family and Child Protection Law and procedure changes Ability to work effectively with a wide range of people including those with low incomes, physical / emotional disabilities, limited literacy, or otherwise disadvantaged Ability to practice cultural competency using extensive knowledge of Truth & Reconciliation and Equity, Diversity & Inclusion Ability to recognize, de-escalate and diffuse stressful or escalated situations and deal with people in a sensitive and respectful manner Ability to manage confidential and sensitive information including obtaining consent for sharing Must have strong desire and ability to assist disadvantaged people including those with low incomes, physical/emotional disabilities, addictions, limited literacy, or with multiple barriers Awareness of local cultural diversity and knowledge of community resources, including Indigenous groups and agencies Understanding of current issues and government laws/policies affecting Indigenous communities Understanding of traditional native justice concepts, alternative measures, mediation and diversion practices Ability to communicate and relate to Indigenous people and their communities, with sensitivity to cultural and Nation differences Understanding of the structure and history of Indigenous communities within BC Demonstrated ability to type 45 words per minute (wpm) Working knowledge of English grammar and spelling Basic Working knowledge of database systems Intermediate Working Knowledge of MS Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint) Fluent in hybrid working environment and leveraging Zoom and Microsoft Teams to conduct work

This competition may require skills testing based on the qualifications for this position such as:

Microsoft 365 (Office Suite) – Word, Excel, Outlook, PowerPoint Spelling Typing Written Assessment

Employment is conditional upon completing and obtaining clearance from the following:

Criminal Record Check (CRC) in accordance with the Criminal Records Review Act Security clearance check by BC Corrections including a Canadian Police Information Computer (CPIC) system check

We offer (based on your employment status and affiliation):

Four weeks paid vacation to start that grows the longer you are with LABC An excellent employee benefits package, where premiums are 100% paid by LABC A generous defined benefit pension plan Support for training and development An Employee and Family Assistance program The opportunity to participate in various Employee programs (Employee Wellness, etc.) Support for a healthy work/life balance Generous leave provisions (sick time, special leaves) 13 paid statutory holidays An opportunity for a flexible hybrid work arrangement for some positions (LABC reserves the right to change this policy at any time) Transit friendly employer for eligible staff to have their commute subsidized Dog-friendly offices Dedicated Cultural Leave provisions for Indigenous employees An Equity, Diversity and Inclusion Council, and Indigenous employees Council and Accessibility Committee of employees from equity-seeking groups that advises on ongoing improvements and investments in Equity, Diversity and Inclusion at our workplace

VISIT OUR WEBSITE AT www.legalaid.bc.ca

Legal Aid BC is recognized as one of BC’s Top 100 Employers: https://reviews.canadastop100.com/top-employer-legal-aid-bc

We would like to thank all external applicants for their interest but regret that only those shortlisted will be contacted.