JOB PURPOSE: 

Provides confidential administrative and coordination support to the Human Resources (HR) department, ensuring the smooth implementation of departmental practices, procedures, events and projects. Serves as the first point of contact for general employee inquiries, resolves routine matters, and escalates issues as needed. Supports departmental efficiency and contributes to the effective delivery of HR services and initiatives across the organization while working with minimal supervision.

QUALIFICATIONS REQUIRED: 

• Requires completion of a 3-year college program in Human Resources or a related discipline. Equivalent knowledge and capability from a suitable combination of other formal education and practical work experience may be considered.
• Requires a minimum of 3 years of experience providing HR administration and customer service. Experience coordinating projects or events is considered an asset.
• Professional Knowledge:
  
  • Understanding of general business administration and operations.
  • Solid understanding of the Law Society, in particular its Human Resources policies and procedures, or willingness to learn.
  • Working knowledge of Ontario Employment, Human Rights, and related legislation as it relates to HR services.
• Technical Skills:
  • Proficiency in Microsoft Office Suite / 365 (Word, Excel, PowerPoint, Visio, Forms, Teams, OneNote etc.)
  • Adobe, DocuSign, Canva, survey applications, and databases.
• Competencies:
  • Customer service skills.
  • Analytical and problem-solving skills.
  • Project coordination, prioritization, and time management skills.
  • Interpersonal, oral, and written communication, and presentation skills.
  • Organizational and multitasking skills with attention to detail.
  • Relationship Management and a strong team player who can build relationships and work with tact and discretion with internal and external stakeholders, including employees, managers, executives, vendors, and consultants.
  • Demonstrated discretion, confidentiality, and sensitivity in HR matters.
  • Ability to remain calm under difficult, or stressful situations.

Administrative Support & Coordination:

• Provides confidential administrative support and coordination to the HR department, including calendar management, travel arrangements, expense processing, research, drafting documents / presentations, and screening and prioritizing incoming correspondence for the Director and Managers.
• Plans, organizes, and coordinates HR-related corporate and training events and department meetings.
• Prepares and maintains HR documentation and communications such as training materials, policy tracking, process maps, organizational charts, agendas, meeting minutes, newsletters, and HR intranet / web content.
• Provides administrative support for organizational committees (e.g., wellness, pension) by coordinating meetings, preparing materials, and tracking follow-up actions.
• Manages departmental logistics including courier and print requisitions, supplies and equipment needs, offsite storage of physical employee files, and serving as the primary contact for third-party service providers.

Employee Services:

• Acts as the primary point of contact for general employee inquiries related to HR functions, clarifying policies and procedures, and triaging or escalating matters as appropriate.
• Delivers confidential administrative services, including employment confirmation letters.
• Coordinates LSO-sponsored employee programs (e.g., corporate discounts, recognition initiatives, long service awards, life events) and processes related invoices and reimbursements.
• Schedules ergonomic assessments with Ergonomist, and facilitates the fulfillment of related equipment requests (e.g., desks, chairs, monitors, special keyboards, mouse, etc.) with Facilities and IT, respectively.

HR Processes & Team Membership:

• Assists the HR Leadership team with gathering and analyzing documents and data to measure departmental performance against key performance indicators (KPIs) and to support HR process improvements.
• Contributes to the effective flow of services and optimization of departmental processes, engaging in problem-solving and identifying opportunities for improvement.
• Provides flexible support to team members and maximizes resources during peak periods. Identifies opportunities to improve or introduce new HR programs, services, and initiatives.
• Supports internal and external stakeholders involved in HR initiatives, keeping the team informed of relevant Law Society policies, procedures, and events.
• Acts as backup to the Recruitment and Operations Coordinator during absences to ensure continuity of HR services, including assisting with recruitment activities, and supporting employee onboarding and offboarding processes.

Financial Accountabilities:

• Processes monthly expenses and invoices, monthly financial reconciliations and prepares contracts, amending agreements, purchase requisitions, and purchase orders for third-party service providers.
• Provides timely and accurate payroll support by preparing and validating information for processing.
• Assists the Director in preparing and monitoring the department’s annual operating budget.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements.  The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at hr@lso.ca or call 416-947-3475. We appreciate all interest and will directly contact candidates under consideration.