Law Society of Ontario

  • Administrator, Human Resources, Corporate Services - contract to November 29, 2019

    Job Location CA-ON-Toronto
    Job ID
    2018-1641
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    5
    Term
    Contract to November 29, 2019
  • OVERVIEW

    JOB PURPOSE

     

    The Administrator, Human Resources is responsible for providing confidential administrative support and general coordination to the Human Resources department. This includes the design, implementation and coordination of department administrative practices and procedures, streamlining and facilitating the flow of information and administrative services within the department and throughout the Law Society, and coordination of Human Resources ongoing and special events.

     

    QUALIFICATIONS REQUIRED

     

    • A university degree or equivalent, with excellent computer skills.
    • A minimum of 5 years’ advanced administrative knowledge and experience, customer service experience and events coordination experience.
    • Solid understanding of employment related legislation and effective human resources services delivery.
    • Solid experience with events coordination, including coordination of RSVPs, table arrangements, catering, material review/editing and creation, both electronic and hard copy, and coordination with external vendors.
    • Solid understanding of the Law Society, in particular its human resources policies and procedures, or willingness to learn.
    • Knowledge of current trends and developments in the human resources fields from a working perspective, and their practical applications at the Law Society.
    • Proficiency in word processing, spreadsheets, databases, email, PowerPoint, the Internet/Intranet, and SharePoint.
    • Proficiency with HRIS (Human Resources Information Systems) preferably Ceridian’s HR/Payroll Latitude (HPL).

    KEY ACCOUNTABILITIES

    Client / Customer Service Planning

     

    • Plans and delivers advanced, diversified, and confidential administrative functions, such as scheduling, administering and coordinating training activities, programs, appointments, meetings, travel itineraries, and various other projects.
    • Prioritizes the flow of materials and communications to and from areas of responsibility, and follows through with information to achieve desired results.
    • Conducts necessary planning and organization to perform advanced, diversified, and confidential executive administrative duties.

    Client / Customer Service Delivery

     

    • Independently plans and executes effective, professional administrative services in order to solve problems and coordinate programs, action plans, initiatives and information exchanges, and implements departmental administrative functions, processes, practices and procedures.
    • Responds to a full range of inquiries related to the human resources function from all levels.
    • Provides assistance, clarifies Human Resources policies and procedures, referring contacts to appropriate Human Resources team members, and liaises with internal and external contacts on behalf of the Managers.
    • Screens incoming correspondence and prepares draft responses, responding directly in routine matters, and prepares and distributes minutes of meetings.
    • Completes all general courier, and print requisitions and scheduling, maintains Human Resources filing systems (file room and off-site) and manages supplies and equipment needs.
    • Coordinates Human Resources corporate events and maintains the Human Resources calendar of events.
    • Oversees the Human Resources calendar, managing priorities, bookings and re-bookings.

    Financial Responsibility

     

    • Prepares cheque and purchase order requisitions, processes invoices, expense claims and petty cash related to the department, assists in the preparation of the HR department budget, and monitors the HR budget and specific project budgets.
    • Prepares budget transfer requests and makes recommendations related to budget variances.
    • Liaises with Finance regarding establishing purchase orders and tracking purchase orders for the department.
    • Responsible for movie certificate sales, gift card sales as part of Spot Recognition Program, and reconciliation to Finance.
    • Orders office supplies for the department, and ensures the efficient operation of all office equipment.

    Team Membership

     

    • Acts as a coordinator for the Human Resource team, providing logistical and administrative support to projects and initiatives including room bookings, materials reproductions, catering services, and related communications.
    • Contributes to the effective flow of services and optimization of work processes both within the department and with other departments, and engages in problem solving with other employees, contributing to continuous department improvements.
    • Takes initiative to keep abreast of Law Society policies, procedures, and events and informs the HR team.
    • Provides technical support to HR department on various software applications, proactively advises HR team members on technology applications, and acts as super-user for intranet content management system.

    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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