Law Society of Ontario

  • Program Assistant, Continuing Professional Development, Professional Development & Competence

    Job Location CA-ON-Toronto
    Job ID
    2018-1555
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    2
    Term
    Permanent
  • OVERVIEW

    JOB PURPOSE: 

     

    The Program Assistant, CPD provides administrative support to Counsel, CPD and Program Coordinators, CPD and ensures that they have accurate information and administrative support during all phases of the CPD program development and delivery process.
      
    QUALIFICATIONS REQUIRED:

     

    • A college diploma or equivalent, and computer proficiency in word processing, spreadsheets, database applications, e-mail and Intra/Internet.
    • 2 to 3 years of administrative and/or customer service related experience, combined with the ability to use initiative by working independently and as a member of a dynamic and integrated team.
    • Excellent command of the English language.
    • Pays high attention to detail.
    • Ability to prioritize a varied workload.
    • Knowledge of the Law Society, including organizational structure, services, mandate, rules and regulations.
    • Good grasp of delivering solid customer and administrative service in a confidential environment.
    • Proficiency in word processing, spreadsheets, databases, e‑mail 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 info.

    KEY ACCOUNTABILITIES

    Client / Customer Service Delivery

     

    • Provides a full range of support services to Program Coordinators, CPD, chairs and speakers, members and others, contributing to the CPD program development and delivery process.
    • Supports the coordination of facilities and logistics in support of meetings, program planning and related events, including scheduling and confirmation of attendance, materials preparation, and travel, hotel and catering arrangements. 
    • Takes incoming calls, provides information, responds to inquiries, and forwards calls as appropriate. 
    • Prepares and processes program evaluations, entering information into relevant databases, and producing reports, as required. 
    • Prepares program materials, notices, lists, and correspondence in a timely and efficient manner, and distributes incoming mail and receipts as appropriate.

     

    Financial Responsibility

     

    • Processes expense reports, purchase requests, cheque requisitions and invoices for payment on behalf of Program Coordinators, and liaises with the Administrator, to ensure that all invoices and other documents have been delivered on time.
    • Orders and maintains office supplies for the Program Delivery Team as required, and ensures the efficient operation of all office equipment in conjunction with the Administrator, CPD.

     

    Team Membership

     

    • Contributes to the integration of continuous improvement of work processes and procedures related to the CPD program development and delivery process, and to the success of the CPD team by maintaining the highest standards of customer service. 
    • Provides back up and assistance to other team members, and demonstrates flexibility and commitment by, responding quickly and cooperatively to changing program priorities, helping to meet deadlines and deliver services to members.

    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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