Law Society of Ontario

  • Administrative Assistant, Law Society Tribunal - contract/secondment to December 31, 2018

    Job Location CA-ON-Toronto
    Job ID
    2018-1629
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    1
    Term
    Contract/secondment to December 31, 2018
  • OVERVIEW

    JOB PURPOSE:

     

    The Administrative Assistant provides general administrative support to the Chair and within the Law Society Tribunal, including coordinating the Chair’s calendar, preparing the Chair’s expense claims, monitoring attendance, reviewing adjudicator claims for time and expenses, and sending various communications to the staff and adjudicators who make up the Tribunal. The Administrative Assistant also undertakes a variety of other work, as assigned, including backing up other staff and entering case-related updates on the Tribunal case management system. The Administrative Assistant focuses on service to the public, professions and parties, applying and promoting the Tribunal’s core values of fairness, quality, transparency and timeliness.

     

    QUALIFICATIONS REQUIRED:

     

    • A college diploma or equivalent post-secondary education.
    • Minimum of one year providing administrative support in an executive office environment.
    • Understanding of the Law Society, its policies and governance mandate.
    • Proficiency in Microsoft Word, Excel, SharePoint and the Internet. 
    • Speaks and writes in a clear, articulate manner for individual situations.
    • Develops and applies moderately complex information.

    KEY ACCOUNTABILITIES

    Client / Customer Service Delivery

     

    • Sends communications between the Chair and bencher and appointee adjudicators, staff and others within the Law Society. 
    • Works within established guidelines, liaising with internal and external contacts on behalf of the Chair. 
    • Screens incoming correspondence, telephone calls, and if applicable prepares draft responses or responds directly in routine matters, or re-directs appropriately. 
    • The position responds to requests for information from bencher and appointee adjudicators, stakeholders, members of the public and other departments. 
    • Acts as an information resource for the Tribunal. 
    • Sends communication between the Tribunal Chair and adjudicators including performance evaluation, scheduling interviews, overdue reasons tracking and education session planning.
    • Assists the Executive Assistant to the Chair with a variety of tasks, including emailing, printing and distribution all materials for education sessions and other meetings. 
    • Arranges meetings. 
    • Provides a variety of executive administrative support functions to the Chair including safeguarding records and documents, scheduling appointments, meetings and travel arrangements for the Chair and coordinating related arrangements. 
    • Maintains attendance records for the Office of the Chair and the Law Society Tribunal.

     

    Financial Responsibility

     

    • Prepares invoices, requisitions, and expense forms for payment. 
    • Reviews Adjudicator Activity Sheets and Adjudicator Expense Reports, communicates with adjudicators about discrepancies and maintains remuneration and expense guidelines for adjudicators. 
    • Responds to inquiries from the finance department about bencher expense claims.

     

    Team Membership

     

    • Is assigned tasks by the Executive Assistant to the Chair and works closely with other staff of the Law Society Tribunal and other divisions in the development and administration of on-going and new initiatives.

     

    Relationship and Alliance Building

     

    • Builds solid relationships with adjudicators, staff and stakeholders, using persuasive skills to encourage consistency while respecting adjudicative independence. 
    • Promotes confidence in the Tribunal through all interactions. 
    • Updates the Executive Assistant and/or Chair on issues of significance.

    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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