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Manager, Records Management

Cassels Brock & Blackwell LLP is a leading national law firm focused on serving the transaction, advocacy and advisory needs of Canada’s most dynamic business sectors. We have one of the largest business law practices in the country, serving multinational, national and mid-market clients from our offices in Toronto, Vancouver and Calgary.

Our Toronto office is currently recruiting for a Manager of Records Management in our Office Services Department, reporting to the Director of Office Services.  The ideal candidate will have demonstrated experience and knowledge in records management and provide timely and accurate Records Centre services to all user groups.  In addition to being a leadership role, this is a working managerial role and will assist with the day-to-day duties of the group, as needed.

The successful candidate will be responsible for, but not limited to:

  • Oversee the day-to-day operations of the Records Centre and team, including prioritizing tasks for the department, ensuring appropriate staffing levels and equitable distribution of workload.
  • Develop national standards and maintain policies and procedures for the Records Management program in all three offices for  (eg: onsite/offsite storage, file transfers, records management system, etc).
  • Ensure all offices adhere to the procedures, processes and policies and that employees are informed and trained on all Record Management functions.
  • Identify, evaluate and implement efficiencies and improvements to existing and new processes and procedures and ensure team members are trained and knowledgeable.
  • Participate in planning and forecasting of budgets and monitor actuals against budgets, raising any issues and cost reduction strategies with the Director, Office Services.  Provide forecasts and updates as changes occur.
  • Actively participate in projects as set out by the Director of Office Services.

Records Management

  • Oversee the firm’s records management program including tracking, retention, disposition and destruction of records.
  • Manage and monitor the records management software database to ensure data integrity.
  • Review retention schedules, maintain awareness and keep current of emerging legal requirements governing the retention and destruction of files.
  • Develop and maintain systems and procedures for onsite and offsite storage/retrieval and destruction.
  • Act as primary contact to coordinate file transfers for incoming and departing lawyers.
  • Conduct analysis on statistics and provide regular reports to the Director of Office Services.
  • Assign file space and maintain inventory records for all onsite paper-based files stored within the firm, including all file cabinets, shelving units and workrooms.
  • Participate in the Law Firm Consortium group by attending meetings, representing the Firm’s interest and sharing best practices.

Vendor Management

  • Establish and maintain relationships with key vendors and ensure high quality service as it relates to sending files to offsite storage, document retrievals and retention schedules.
  • Negotiate terms of contract (eg: storage and services costs) and ensure they adhere to the terms and service level agreements.  Arrange for payment of invoices and track file destruction incentives.

People Management

  • Provide direction, coaching and development support of the team to ensure they are engaged and capable of delivering on their accountabilities and meeting established service standards.
  • Actively participate in recruitment, training and performance evaluation of the team and make recommendations for staffing, where appropriate.

The successful candidate must have the following education, experience and/or demonstrated skills:

  • Post-secondary education in Records and Information Management or equivalent work experience to successfully complete the essential requirements of the role, preferably in a professional services environment.
  • 5 to 10 years of related management experience, directing staff to ensure timely achievement of departmental and organizational goals, within prescribed policies, procedures and standard business practices.
  • Certificate in Records Management an asset.
  • Experience with a records management system.
  • Proven leadership skills to work and inspire teams and colleagues.
  • Proficient in Microsoft Office with advanced skills in Word, Excel and Outlook.
  • Exceptional verbal and written communication skills with the ability to communicate with all levels of the organization, including senior management and third parties.
  • Strong analytical skills with the ability to provide and implement recommendations.
  • Solid project management skills and ability to work with minimal supervision.

Please respond, in confidence to:

Hannah Won
Assistant Director, Human Resources
Cassels Brock & Blackwell LLP
Email:  hwon@casselsbrock.com
Fax:  (416) 604-3113

Our Firm’s success is built on the unique skills, perspectives, experiences and values of each individual.  We encourage a corporate culture that respect and celebrates the dignity, value and diversity of all.

The Firm is committed to fair and accessible employment practices and has created policies and procedures to meet the requirements under the Accessibility of Ontarians with Disabilities Act, 2005.

We wish to thank all applicants for their interest, however, only candidates selected for interviews will be contacted.  No telephone enquiries, unless required for accommodation purposes.