Legal Services Specialist

Position Information

Posting Number: ROM25-020E

Title: Legal Services Specialist

Position Status: Regular Full-time

FTE: 1.0

Job Schedule: Days

Department: Legal Services

Union: Non-union

Site: Royal Ottawa Mental Health Centre

About The Royal

As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.

The Legal Services Specialist manages legal service requests, facilitates coordination with HIROC, and supports risk management initiatives. The Specialist triages and prioritizes legal matters, including litigation, contract reviews, and legal advice. They ensure timely responses and coordinate with internal teams and external stakeholders, including legal counsel and HIROC, to handle legal matters effectively within legal budget and insurance coverage. They establish and maintain appropriate processes and records to track and report on legal matters.

The Specialist works closely with others to manage insurance claims, coverage inquiries, risk management initiatives, and compliance activities. They handle all related administrative tasks and act as the primary point of contact for insurance-related matters, providing support to the leadership team and other departments.

Duties:

• Oversee the triage and management of legal service requests, including coordinating with legal counsel, HIROC, and all other relevant stakeholders on litigation, contract reviews, and legal advice.
• Act as the primary point of contact and liaison for legal and insurance matters, ensuring timely and effective response to requests, coordinating the submission of insurance claims, tracking claim status, facilitating timely resolutions, and providing regular updates.
• Monitor and track legal expenditures to enable compliance with budgetary constraints.
• Support senior leadership in building core components and processes for the legal services function and report regularly on legal matters, risk management initiatives, and project/matter status.
• Provide administrative assistance to the COO, including maintaining and managing detailed documentation, scheduling meetings, and supporting other legal and risk-related tasks as required.
• Establish and maintain appropriate processes for effective management of legal, insurance and risk management matters, including maintaining records of legal proceedings, facilitating audits, tracking certificates of insurance, and providing information on healthcare laws, regulations, and corporate requirements.
• Obtain advice and support on insurance coverage inquiries including: liability, property and other coverage, aimed at managing risks associated with healthcare operations and ensuring requirements are met.
• Collaborate with internal stakeholders and HIROC to identify, mitigate and implement risk management initiatives, ensuring alignment with organizational objectives and compliance requirements.
• Work in a manner that complies with staff and patient/client safety practices, policies and procedures of the ROHCG.
• Ensure work environment that is conducive to the ROHCG Respectful Workplace Policy.
• Other duties as assigned.

Qualifications:

• Education such as a degree or diploma in law, legal administrative functions, or a related field.
• Minimum of 5-7 years of experience in a legal service role, with a focus on healthcare law and hospital settings.
• Knowledge of and experience with litigation, risk management, insurance, contract matters, healthcare processes, laws, and regulations.
• Ability to track and manage legal expenditures and adhere to budget constraints.
• Experience working with external legal counsel and insurance providers, managing legal documentation and administrative tasks in a computerized accounting environment.
• Excellent communication skills (verbal, written, and listening), with the ability to clearly convey legal information and interact effectively with diverse stakeholders.
• Excellent time management, organizational, and interpersonal skills, with the ability to prioritize tasks and build strong relationships.
• Proven ability to work independently and as part of a team, with strong skills in building consensus and maintaining positive relationships.
• High attention to detail with the ability to handle sensitive information discreetly and professionally, respond well under pressure, and produce clear, accurate documentation.
• Demonstrated ability to effectively manage competing priorities and meet deadlines in a fast-paced, dynamic environment.
• English level A- is mandatory in oral expression, oral comprehension, reading comprehension, and written expression. Bilingual (French/English) is considered an asset.

Salary Range: 36.80 to 45.05 per hour

Additional Information

• All applicants must provide a recent resume that clearly indicates that they meet the required qualifications.
• The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
• All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
• The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.