Prothonotary (Program Admin Officer 3)

About Us

The Court Services Division of the Nova Scotia Department of Justice is dedicated to excellent service and the provision of fair and accessible administration of justice, including court administration and security.

The Division provides administrative support to the courts listed: Nova Scotia Court of Appeal, Supreme Court of Nova Scotia (including Family Division), Provincial Court, Family Court, Small Claims Court, Probate Court and Bankruptcy Court. The courts act independently from the government to address individual cases.
 

For more information on the Department of Justice Court Services please visit our website: https://novascotia.ca/just/Court_Services/.

About Our Opportunity

As a Provincial Rota and Scheduling Manager, you are solely responsible for the management and promotion of an equitable judicial workload and timely access to justice by developing multiple year Supreme Court Rotas and Monthly Calendars for the Family Division of the Supreme Court of Nova Scotia. A high level of judgment, independent decision-making, discretion, negotiation and analytical skill is required in the exercise of the duties of the Provincial Rota and Scheduling Manager. In addition, the incumbent must possess expert knowledge of all levels of court and their administrative. The incumbent may be called upon to perform the judicial functions of a Justice of the Peace and Deputy Prothonotary. The incumbent performs the position duties in accordance with the Courts' Rota Policy and the Civil Procedure Rules, and as assigned under the Court Officials Act.

Primary Accountabilities

Responsibilities include:

• Accountable to the Supreme Court – Family Division for managing the Rota by communicating direction on behalf of the Supreme Court – Family Division across Nova Scotia.  Consults with the Chief Justice and Associate Chief Justice of the Family Division of the Supreme Court  about issues that will have a significant impact on the yearly Rota and Rota policies pertaining to the Family Division of the Supreme Court.
• Manages a province-wide schedulers' communication network to ensure calendar information is current, any operational problems identified by the schedulers are resolved in an appropriate and timely fashion, and ensures that prothonotaries and schedulers across the province are informed of new or amended policies and procedures.
• Analyzes and evaluates information arising from detailed statistical reports on court cases (i.e. weekly, monthly and yearly sittings; document filings; long trials; district sittings; chambers; delay times; jury terms) and provides regular reports regarding volume and efficient case disposition.
• Develops policies for implementing the Rota and ensures compliance by preparing and maintaining procedures manuals and ongoing training of staff.
• Provides input to stakeholders on policy/procedures and system changes; develops and presents training/presentations related to Rota policy and the Docket Information Sharing component of court matter database; mentors/assists scheduling staff and other stakeholders across Nova Scotia as required or appropriate.

Qualifications and Experience

As the successful Justice Officer 4, you will have a four year Bachelor’s degree plus five years of related experience in a justice environment or an acceptable equivalent of education, experience and training.

For this position, you must have understanding and knowledge of the Rules, Statutes and policies that govern court actions and the scheduling operation.  A sound working knowledge of the justice system, court operations and the implications of judicial independence is needed.  You must be able to exercise sound judgment and independent decision-making skills based on legislation and policies.

You must be able to critically examine detailed statistical information and to communicate effectively in a clear and concise manner both verbally and in writing.  Your ability to prioritize, meet deadlines and manage a constantly evolving workload will be important to your success in this role.  You will have experience dealing positively with people in a multi-faceted and stressful environment, communicating with tact and discretion in a clear and concise manner.

Your experience and competency in a computerized environment using Microsoft Office products with proficient and accurate keyboarding and data entry skills is required.  You will have experience adapting to rapidly evolving technologies and procedures.

The strong organizational, time management and multi-tasking skills you have developed will be important.  Your key skills include attention to detail, confidentiality, and the ability to work under pressure and deadlines.

Bilingualism with oral and written skills in English and French will also be considered an asset.

We will assess the above qualifications using one or more of the following tools: written examination, standardized tests, oral presentations, interview(s), and reference checks.
 

Equivalency

Equivalencies include, but are not limited to:

• Three years of undergraduate study in addition to six years of related experience
• A two-year certificate/diploma plus seven years of related experience
• A one-year certificate/diploma plus eight years of related experience

Applicants relying on education and experience equivalencies must demonstrate such equivalencies in their application.

Benefits

Based on the employment status and union agreement, the Government of Nova Scotia offers its employees a wide range of benefits such as a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General illness, Short and Long Term Disability, Vacation and Employee and Family Assistance Programs.  For information on all our Benefit program offerings, click here: Benefits for government employees.

Working Conditions

• Normal work week is 35 hours/week, 7 hours/day (typically the hours are 8:30 AM to 4:30 PM, this may vary depending on operational needs)
• You will be exposed to emotional and sensitive issues. Dealing with difficult or distraught individuals creates a stressful environment
• There is a high demand for accuracy and attention to detail while working in a high volume and complex service area
• Regardless of the situation you must be able to display a completely impartial attitude at all times

Additional Information

Some travel and overtime may be required.

This position will require an enhanced level of security screening for external applicants.
 

What We Offer

• Career Development where you have access to career guidance, tools, resources, and ongoing training for every stage of your career.
• Engaging workplace. Our Employees feel valued, respected, connected, and tuned in. We have forward-thinking policies and strategies.
• Countless Career Paths.
• Department Specific Flexible working schedules.