Law Society of Ontario

Administrator, Licensing Process, Licensing and Accreditation, Professional Development & Competence

Job Location CA-ON-Toronto
Job ID
# Positions
Job Type
Full Time
Years of Experience




The Administrator, Licensing Process is responsible, under minimal supervision, for providing a wide range of confidential administrative and technical support to the Team Manager, as well as monitoring, processing and reconciling the invoices, budgets and candidate requests in both Licensing Processes (Lawyer and Paralegal). Operates within a strict deadline environment and maintains and promotes the service level agreements of the unit. The ability to communicate in both official languages would be considered a definite asset.




  • A college diploma in a related field.
  • Training in basic accounting with basic accounting knowledge and skills is required to meet the financial responsibilities of the position.
  • A minimum of 3 years’ prior-related experience with strong administrative and organizational skills, preferably in a customer service oriented environment.
  • Solid understanding of Law Society policies, regulations and mandate, or willingness to learn.
  • Proficiency in word processing, spreadsheets, databases, e-mail, PowerPoint and the Internet/Intranet.
  • Speaks and writes in a clear, articulate manner for individual and / or group situations.
  • Reasons through moderately complex spoken and written information.



Client / Customer Service Planning


  • In collaboration with the Team Manager, participates in planning sessions to support the Licensing Process activities and events and to relieve the Team Manager of many day to day coordination and administrative tasks.
  • Liaises with service providers where appropriate, ensuring appropriate information is obtained and disseminated in a timely fashion and supports problem resolution.
  • Updates documentation specific to processes and procedures, prepares requisitions for production and distribution of materials and ensures adequate customer service coverage is maintained each day. 
  • Ensures that staff members comply with departmental standards for document retention and storage, statistical reporting and maintains the secure central filing system of candidate special requests.
  • Engages in continuous performance improvement regarding own and departmental work processes and procedures, and proactively shares information with respect to improving existing and/or identifying new opportunities for programs, services and initiatives.

Client / Customer Service Delivery


  • Provides administrative services to the Team Manager by:
    • coordinating office activities, scheduling meetings and appointments,
    • prioritizing workflow, preparing and compiling statistical reports through analysis and report development,
    • preparing confidential materials, and developing and maintaining security protocol for confidential administrative files, electronic data and other sensitive materials.
  • Acts as a ‘first point of contact’ on behalf of the Team Manager - Licensing Process with other departments, Benchers, candidates, clients, the Public, and external organizations.
  • On behalf of the managers, investigates complaints and concerns that are reported.
  • Monitors vendor billings, invoicing and all account lines for the Licensing Process budgets and insures they are effectively scrutinized and maintained by managing staff.
  • Provides routine administrative support in word processing, filing, photocopying, processing of forms, faxing, mailing, expense claims and handles numerous inquiries.
  • Acts as a secondary administrator in the Financial Assistance area of the Licensing and Accreditation Department and provides information and feedback to candidates regarding the RAP and MPP processes, as required. 

People Leadership


  • As delegated, trains, coordinates, schedules and monitors the activities of staff on behalf of the managers. 

Team Membership


  • Contributes to the effective and integrated services of the Office delivered to candidates, Law Society members, other departments and the public.
  • Acts as a significant team lead in effective coordination and delivery of administrative and budget services for the department.
  • Maintains particular areas of responsibility while expanding knowledge and familiarity with other service areas to ensure the consistency of delivery throughout the department.
  • Is a proactive member of the team, working closely with Team Manager and other members to share information and ideas, provide assistance and contribute knowledge in order to ensure accuracy, timeliness and quality of service.
  • Demonstrates flexibility and commitment to the team in order to maximize resources.  

Financial Responsibility


  • Participates in planning, development, and administration of the department’s budget for the Lawyer and Paralegal Licensing Processes which includes budget monitoring, preparing manager expense reports, tracking invoices and ensuring guidelines comply with budget practices and processes. 
  • Receives and processes payments for expenditures, and prepares monthly summaries of expenditures.
  • Develops and maintains office supplies inventories and liaises with Purchasing regarding the acquisition or repair of items, furniture, and equipment.
  • Ensures registration deferrals and reversals are entered daily.
  • Acts as a back-up to other Administrator for the preparation of purchase orders, contracts and expense reports. 

Special Projects and Initiatives


  • Actively participates in coordinating special events/projects as assigned.


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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