The Law Society of Upper Canada Office Assistant, Licensing Process, Licensing & Accreditation, Professional Development & Competence in Toronto, Ontario

JOB PURPOSE

The Office Assistant – Licensing Process provides specific administrative support and assistance to the department with day‑to‑day reporting to the Team Manager. The primary function of this role is paper flow management including the processing of daily mail and faxes, filing and scanning all incoming candidate documents and files.

QUALIFICATIONS REQUIRED

  • A high school diploma, with additional courses related to office and secretarial procedures.

  • A minimum of 1 year previous office experience, with exposure to a fast paced and team oriented work environment.

  • Knowledge of, or willingness to learn, division practices and procedures.

  • Proficiency in word processing, spreadsheet and database applications, scanning/filing, internet and intranet.

  • Strong keyboarding skills, with the ability to type 40 error free words per minute.

  • Clear, concise and articulate communication skills to effectively respond to and transmit information to team members.

Client/Customer Service Delivery

  • Provides specific office/clerical assistance to the team under the general supervision of the Team Manager.

  • Operates computers and office equipment, files, performs data entry, scans, collates, photocopies, binds and responds to other miscellaneous requests for assistance, depending on team needs and workloads.

  • May assist in performing more complex and/or specialized duties, such as document entry into the candidate database, mail merges, setting up and scheduling meetings.

    Team Membership

  • Works closely with other members of the administrative support team to ensure effective utilization of division resources.

  • Follows specific instructions and established procedures, referring complex issues to the Coordinator or Team Manager.

Communication (not a designated bilingual job)

  • Expresses thoughts clearly and concisely in both verbal and / or written communications.

  • Behaves in a manner which is discreet, confidential and sensitive to the personal and professional needs of others.

  • Resolves conflicts with others in a constructive and appropriate manner, remaining calm under difficult / stressful situations.

    Service Orientation

  • Acts appropriately, in a professional manner, exercising sound judgement, while demonstrating awareness and sensitivity to societal values and diversity when dealing with clients.

  • Takes responsibility for commitments made to clients.

Team Orientation

  • A supportive and cooperative team member, who goes out of his / her way to make a positive contribution.

  • Willingly shares knowledge and expertise with other members of the team.

    Quality of Work

  • Work is well organized and thorough.

    Quantity of Work

  • Completes assignments in a timely and efficient manner.

    Initiative and Resourcefulness

  • Makes suggestions for work flow and process improvements.

    Job Knowledge

  • Knows all the necessary elements of own job to a satisfactory level and has a solid working knowledge of other related jobs.

System ID: 2016-1348

Job Type (EN): Full Time

Term (External): Permanent