Job Description

About the Position

The Forensic Program Court Assistant provides confidential administrative support to ensure efficient coordination of clinical, legal, and operational activities within the Forensic Program. Reporting to the Director, Patient Care Services – Forensics, this role manages complex court logistics and serves as a key liaison with internal teams and external stakeholders, including legal and healthcare partners.

Key Responsibilities

• Provides comprehensive administrative support, including drafting and formatting correspondence, reports, and meeting materials, while managing calendars and coordinating meetings.
• Coordinates logistics for meetings, court hearings, travel, and special events, and prepares employee-related documentation such as performance, attendance, and payroll forms.
• Serves as the first point of contact for internal and external inquiries.
• Manage and maintain the Ontario Forensic Bed Registry, FTU referrals, and patient waitlists to ensure accuracy and timely processing.
• Provides backup support for Ontario Review Board hearings, ensuring continuity of scheduling and documentation.
• Coordinates FTU admissions, ensuring all documentation is complete.
• Manages scheduling for staff interviews, training, and new employee orientation.
• Maintains confidential staff and patient records, including legal, financial, and program documentation, ensuring compliance with filing systems and data retention policies.
• Tracks and audits payroll, leave, and HR-related records.
• Supports the preparation, monitoring, and tracking of annual operational and salary budgets.
• Processes financial documentation for reimbursements, funding programs, and medical allowances.

Qualifications

• Diploma in Office Administration, Medical/Executive, Business Administration, or equivalent combination of education and experience. 
• Minimum 5 years of relevant administrative experience, preferably in a healthcare or forensic mental health environment.
• Demonstrated knowledge of the Mental Health Act, Ontario Review Board protocols, Criminal Code, and other relevant legislation as applied to forensic mental health settings.
• Familiarity with provincial and inter-agency processes for court-ordered assessments, transfers, and hearings. 
• Advanced proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint). 
• Communicates clearly and professionally with stakeholders from healthcare, legal, and law enforcement sectors. 
• High attention to detail and accuracy in data entry, document preparation, and transcription. 
• Proven ability to handle confidential and sensitive information with discretion. 
• Sound understanding of legislation and procedures relevant to forensic mental health (e.g., Mental Health Act, Criminal Code, Ontario Review Board). 
• Exceptional time management and organizational skills with the ability to multitask in a high-pressure environment. 
• Prioritizes multiple complex tasks, meets strict deadlines, and adapts to shifting priorities in a high-demand environment. 
• Ensures precision in document preparation, data entry, scheduling, and legal correspondence. 
• Responds to urgent situations calmly and effectively, maintaining focus under pressure and changing conditions. 

 Language Requirements

• English level A- is mandatory in oral expression, oral comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset. 

• HOOPP, one of Canada's leading defined benefit pension plans, helping you build long-term financial security with a predictable lifetime retirement income and valuable employer contributions.
• Competitive health and dental benefits through Medavie Blue Cross (MBC), supporting you and your family's health and wellness needs;
• Life insurance and disability coverage through Manulife, including short-term and long-term disability benefits where applicable, providing added peace of mind;
• Employee and Family Assistance Program (EFAP) through Telus Health, offering confidential counselling, wellness resources, and support services for you and your eligible family members (excluded casual staff).