Law Society of Ontario

  • Administrative Assistant, Intake & Resolution, Professional Regulation

    Job Location CA-ON-Toronto
    Job ID
    2018-1691
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    3
    Term
    Permanent
  • OVERVIEW

    JOB PURPOSE: 

     

    The Administrative Assistant provides administrative and technical support and assistance to the Director, Assistant Managers, Administration Manager, Intake & Resolution Counsel, Intake & Resolution Officers. Duties include document processing complaints files, addressing internal and external customer needs, coordinating information and case tracking information.

     

    QUALIFICATIONS REQUIRED:

     

    • A college diploma with a legal secretarial specialization, or equivalent training and / or experience.
    • 3 years' progressive experience providing secretarial and administrative support in a confidential environment.
    • Knowledge of, or willingness to learn, regulatory division practices and procedures.
    • Solid knowledge of office practices, and legal terminology and procedures related to court filings and orders, legal correspondence and other documents.
    • Proficiency in word processing, spreadsheet and database applications, internet and intranet.
    • Strong dicta typing skills, with the ability to type 60 error free words per minute.
    • Clear, concise and articulate communication skills to effectively respond to and transmit information to team members.

    KEY ACCOUNTABILITIES

    Client Service Delivery

     

    • Provides administrative assistance and support to Intake & Resolution staff related to the prioritization, development and processing of complaints, including typing, revising and finalizing documents, photocopying, scanning, faxing, screening and drafting routine correspondence, memoranda, reports, and accurately transcribing audio recordings. 
    • Receives, sorts and distributes incoming mail, identifying and prioritizing letters of complaint and completing case file preparation, including historical searches and data entry requirements. 
    • Forwards case files to Officers and Counsel, on instruction of the Director and Assistant Managers, and prepares documentation and correspondence on the direction of Counsel and Officers in accordance with established timelines and service standards. 
    • Maintains integrity of member database by timely keying of accurate, relevant information. 
    • Maintains electronic and paper files in accordance with established protocols.
    • Answers routine inquiries and completes telephone follow up on behalf of Intake & Resolution staff ensuring customer service standards are maintained.   
    • Schedules appointments and meetings, ensuring room set up, required documents and availability of attendees. 
    • Answers routine inquiries and completes telephone follow up on behalf of Intake & Resolution staff ensuring customer service standards are maintained. 

    Financial Responsibility

     

    • Ensures the efficient operation of all office equipment.
    • Advises the Administration Manager regarding resource needs and coordinating the ordering of office of supplies as required. 

    Team Membership

     

    • Works closely with other members of the administrative support team to ensure effective utilization of division resources. 
    • Engages in problem solving with other team members to continuously improve work flows and departmental effectiveness. 

    Special Projects and Initiatives

     

    • Assists Intake & Resolution staff in the effective use of computerized support systems. 
    • May undertake special projects 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 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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