The Law Society of Upper Canada

Administrator, Media Relations and Communications, External Relations and Communications

CA-ON-Toronto
Job ID
2017-1473
# Positions
1
Job Type
Full Time
Years of Experience
3
Term
Permanent

OVERVIEW

JOB PURPOSE:

 

The Administrator, Media Relations and Communications, is responsible for providing administrative and general support and assistance to the Media Relations and Communications department, including the coordination of department administrative practices and procedures. Specific duties include administering the Ontario Reports Law Society Advertising bookings process, distribution of daily media clippings, blast emails and brochures, as well as project tracking and photography booking and management. Provides confidential support to the Manager, relieving the Manager of routine administrative duties and coordination.

  

 

QUALIFICATIONS/EXPERIENCE REQUIRED: 

 

  • A college diploma in a relevant field and/or relevant experience.
  • Minimum of 3 years’ prior administrative and/or customer service experience.
  • Solid understanding of Law Society policies, regulations and mandate.
  • Proficiency in word processing, spreadsheets, databases, e-mail, and the Internet/Intranet.
  • SharePoint experience would be an asset.
  • Speaks and writes in a clear, articulate manner for individual and / or group situations.
  • Reasons through moderately complex spoken and written information.

KEY ACCOUNTABILITIES

Client / Customer Service Delivery 

 

  • Provides effective professional administrative services to plan activities, solve problems and coordinate programs. Provides general administrative support to the Manager and staff, prioritizing the flow of information through the department and to and from other areas, following up to ensure completion.  
  • Works independently within established guidelines, liaising with internal and external contacts on behalf of the Manager. Screens incoming correspondence, including regularly monitoring the department’s general email box and prepares draft responses, responding directly in routine matters. Schedules meetings, including contacting participants, prepares and distributes meeting agendas and minutes of meetings where appropriate.
  • Liaises with service providers where appropriate, ensuring appropriate information is obtained and disseminated in a timely fashion and supports problem resolution.
  • Monitors vendor billings, invoicing and all account lines for the Media Relations and Communications budget. Provides routine administrative support in word processing, filing, photocopying, mailing, expense claims, and staff attendance.
  • Provides part-time administrative support to other External Relations and Communications department staff.

 Team Membership 

 

  • Works effectively independently and as a team member to perform a wide variety of administrative support services, all of which contribute to the efficient and professional operation of the department. Maintains particular areas of responsibility in the delivery of administrative and budget services for the department.
  • Is a proactive member of the team, working closely with the Manager and other members to share information and ideas, provide assistance and contribute knowledge to ensure accuracy, timeliness and quality of service. Is strong at multitasking, as well as demonstrates flexibility and commitment to the team to maximize resources. Exercises discretion when dealing with sensitive information.

 Financial Responsibility 

 

  • Participates in the budget development process by forecasting and monitoring day to day expenditures within established guidelines.

 

COMPETENCIES

Service Orientation

 

The requirement to maintain a high standard of commitment, ethics, respect, care in service delivery to clients (internal and/or external).

 

Communication and Interpersonal Skills

 

The requirement to structure and deliver effective verbal and written communication with clients, staff, licensees, the public, and others in a non-threatening and constructive way.

 

Team Orientation

 

The requirement to share responsibility for the achievement of team goals and the associated behaviours required for individuals to contribute effectively in a team environment.

 

Continuous Improvement

 

The requirement to demonstrate an attitude that consistently strives to improve a standard of excellence for one’s self and for the benefit of the organization, its licensees and stakeholders.

 

Problem Solving and Judgement

 

The requirement to identify and analyze problems, determine root causes, evaluate alternative solutions and take and/or recommend appropriate solutions. 

 

Technical Competence / Professional Knowledge

 

The requirement to apply knowledge and skills to carry out the work and/or provide advice. This also includes the quality of advice given, as well as the requirement to make decisions in the best interests of the organization as a whole.

 

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