The Law Society of Upper Canada

Office Assistant, Trustee Services, Professional Regulation

CA-ON-Toronto
Job ID
2017-1514
# Positions
1
Job Type
Full Time
Years of Experience
1
Term
Permanent

OVERVIEW

JOB PURPOSE:     

 

The Office Assistant provides administrative support to other Trustee Services staff, under the general direction of the Manager.  He or she supports the administrative and clerical activities of the Trustee Services Department, by performing a wide range of administrative tasks such as photocopying, scanning, filing, dealing with public and licensee inquiries, document processing and file management, as well as assisting with indexing and inventory management and cataloguing of client files.

 

QUALIFICATIONS REQUIRED:

 

  • A college diploma with courses related to legal administration, or equivalent training and/or experience. 
  • Knowledge of, or willingness to learn, regulatory division and Trustee Services policies and procedures.
  • 1 year of previous office experience, with exposure to a fast-paced and team-oriented work environment. 
  • Proficiency in word processing, spreadsheet and database applications, Internet and Intranet.
  • Strong keyboarding skills, with the ability to type 45-50 error free words per minute.
  • Knowledge of office practices, and legal terminology.
  • Communication skills for dealing effectively with team members and others.

 

 

KEY ACCOUNTABILITIES

Client Service Delivery

 

  • Provides general clerical and administrative support to other Trustee Services staff, related to the work of the department, including photocopying, faxing, scanning, filing, dealing with public and licensee inquires, drafting routine correspondence, and file management.
  • Assists as needed in indexing client files, wills and other client property recovered from the professional businesses of lawyers or paralegals so as to preserve integrity of information and ensure that it may be readily accessed.
  • Makes data entries as needed, and assists other staff in performing more complex and/or specialized duties for the Department.
  • Maintains electronic and paper files in accordance with established protocols.
  • May be required to attend at offsite locations to assist Trustee Services staff in carrying out statutory mandate in relation to licensees’ professional businesses.  

Team Membership

 

  • Works closely with other members of the Trustee Services team to ensure effective utilization of resources.
  • Follows specific instructions and established procedures.
  • Engages in problem solving with other team members to continuously improve workflows and departmental effectiveness. 

Special Projects and Initiatives

 

  • Assists Trustee Services staff in the effective use of computerized support systems. 
  • May undertake special projects and tasks as assigned from time to time.

 

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 behaviors 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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