Legal Assistant and Intake Administrator

About Us The African Nova Scotian Justice Institute (ANSJI) works to address systemic racism in the justice system and to support fair, equitable, and culturally responsive outcomes for African Nova Scotians and Black people of African descent.

ANSJI recognizes African Nova Scotians as a distinct people with a unique history and lived experience, particularly in relation to the justice system. Our work is grounded in community, collaboration, and practical approaches that respond to the needs of individuals and families.

Position Summary

ANSJI is seeking an organized, dependable, and compassionate Legal Assistant and Intake Administrator to support Legal Services, coordinate client intake, and provide day-to-day administrative support. This role is an initial point of contact for clients, referral sources, courts, and community partners and helps ensure that inquiries, client files, appointments, and legal documents are handled accurately and promptly.

Working with lawyers, the Paralegal, and program staff, the successful candidate will support legal matters, gather intake information, maintain confidential records, and coordinate office activities.

The successful candidate will be discreet, comfortable with technology, and able to manage competing priorities while keeping office operations organized, confidential, responsive, and professional.

Key Responsibilities

Legal Assistance and File Coordination

- Support lawyers and the Paralegal with administrative tasks relating to family law and adult and youth criminal files.
- Prepare, format, proofread, and organize legal correspondence, forms, and documents using approved templates and staff instructions; ensure documents requiring legal review are reviewed before release.
- Coordinate document filing, service, and delivery under the direction of legal staff; track court dates, filing deadlines, appointments, and follow-up tasks and promptly flag time-sensitive matters.
- Organize client meetings and prepare materials; attend meetings to take notes and summarize follow-up actions when requested.
- Contact clients to arrange appointments, obtain documents, follow up on outstanding information, and relay updates approved by legal staff.
- Maintain legal files and case management records, including contact notes, document versions, and time entries for billing or reporting as directed. Assist with basic legal research and document retrieval under supervision.

Client Intake and Reception

- Respond to telephone, email, in-person, and referral inquiries with a respectful, culturally responsive, and trauma-informed approach.
- Explain ANSJI services, referral requirements, consent processes, and next steps in clear, accessible language.
- Complete intake forms, gather relevant client and referral information, obtain required consents and supporting documents, and create or update client files.
- Identify urgent concerns, approaching court dates, service deadlines, and incomplete information; refer these promptly to the appropriate staff member using established procedures.




- Coordinate appointments, referrals, and regular intake follow-up; provide approved information about community resources and service options.
- Maintain professional boundaries and direct requests for legal advice, counselling, eligibility decisions, or case strategy to the appropriate professional.
- Arrange meetings, room bookings, virtual meeting links, agendas, materials, minutes, and follow-up tracking.
- Enter and verify data and prepare intake statistics and administrative reports as assigned.

Qualifications and Experience

- A certificate, diploma, or degree in legal administration, office administration, paralegal studies, business administration, or a related field, or an equivalent combination of relevant education and experience.
- At least one year of experience as a legal assistant, paralegal, or legal support staff member, including experience with legal files, correspondence, and deadlines.
- Experience with client intake, reception, administrative support, scheduling, or records management.
- Demonstrated knowledge of African Nova Scotians as a distinct people and understanding of the social and systemic issues affecting African Nova Scotian and other Black communities.
- Strong written and verbal communication, active listening, sound judgment, problem-solving skills, and attention to detail.
- Ability to organize competing priorities, meet deadlines, respond to interruptions calmly, and work independently and collaboratively.
- Ability to handle sensitive information with discretion and maintain confidentiality and professional boundaries.
- Proficiency with Microsoft Office, email, calendars, Adobe, and virtual meeting platforms, and ability to learn case management and shared document systems.
- A Criminal Record Check, Vulnerable Sector Search and Child Abuse Registry Check will be required before starting employment. Having a criminal record does not automatically disqualify an applicant. Any findings will be assessed individually in relation to the duties and responsibilities of the position.

Assets include familiarity with Nova Scotia court processes and community resources; experience using Clio or another case management system; experience supporting justice-involved individuals or people experiencing mental health challenges; and training in trauma-informed practice or de-escalation.

Working Conditions

- Regular work is based at ANSJI’s Halifax location during established office hours, with flexibility required to accommodate court appearances, client and partner needs, community activities, and occasional evening or weekend work.
- Travel within Halifax Regional Municipality and across Nova Scotia may be required.




- The work may involve high-stress situations, crisis response, and sensitive client information.

Compensation & Terms of Employment This is a full-time position with a starting salary of $53,000 per year, plus benefits.

This position is designated for a person of African descent.

The African Nova Scotian Justice Institute (ANSJI) adopts the following definition from the African Nova Scotian Strategy:

“African Nova Scotians as a distinct people who descend from free and enslaved Black Planters, Black Loyalists, Black Refugees, Maroons, and other Black people who inhabited the original 52 land-based Black communities in that part of Mi'kma'ki known as Nova Scotia.”

ANSJI recognizes the unique histories, contributions, resilience, and lived experiences of African Nova Scotian communities, as well as the ongoing impacts of systemic and institutional anti-Black racism that continue to affect many individuals, families, and communities today. As an organization established to advance justice, equity, and community well-being for African Nova Scotian communities, ANSJI recognizes the importance of representation, lived experience, cultural knowledge, and community connection in the delivery of its programs and services.

Applicants will be asked to voluntarily self-identify as a person of African descent as part of the recruitment process. ANSJI particularly encourages applications from African Nova Scotians, recognizing the unique historical and contemporary experiences of African Nova Scotian communities and the organization's mandate to serve and support those communities.

ANSJI is committed to creating a respectful, inclusive, accessible, and culturally responsive workplace where all employees are supported to contribute fully and authentically. Accommodations are available throughout the recruitment, selection, and employment processes upon request.

How to Apply

Please submit your expression of interest to:

Sarah Upshaw, Director of Operations [email protected]

Subject line: Legal Assistant and Intake Administrator

This posting closes on November 1st at 11:59pm.

Final Note

We recognize that candidates may bring different combinations of experience and qualifications. If you believe you have the skills and perspective to succeed in this role, we encourage you to apply.

Pay: From $53,000.00 per year

Benefits

- Dental care
- In office parking
- RRSP match
- Vision care

Application question(s):
- This position is designated for a person of African descent.

Do you identify as a person of African Descent?
- The African Nova Scotian Justice Institute (ANSJI) adopts the following definition from the African Nova Scotian Strategy:

“African Nova Scotians as a distinct people who descend from free and enslaved Black Planters, Black Loyalists, Black Refugees, Maroons, and other Black people who inhabited the original 52 land-based Black communities in that part of Mi'kma'ki known as Nova Scotia.” Do you identify as African Nova Scotian?

Work Location: In person

📌 Legal Assistant and Intake Administrator (Halifax Regional Municipality)
🏢 African Nova Scotian Justice Institute
📍 Halifax Regional Municipality