| Industry | Legal | Reference # | 1145 |
|---|---|---|---|
| Location | Toronto | Experience | 3 Years |
| Salary | $42,000 | Education | College or University |
| Status | Permanent | Contact |
JOB PURPOSE:
The Administrative Assistant provides administrative and technical support
and assistance to the Manager, Assistant Manager & Senior Counsel, to Officers
and Counsel in the Complaints Resolution section, including document processing,
handling internal and external customer needs and coordination of information,
complaints files and resolution plan implementation activities.
PRIMARY RESPONSIBILITIES:
Client / Customer Service Delivery
• Provides general administrative assistance and support to Complaints
Resolution staff related to the prioritization, development and processing of
complaints, including such requirements as typing, revising and finalizing
documents, photocopying, faxing, screening and drafting routine correspondence,
memoranda, and reports.
• Receive and sorts 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 Manager and
the Assistant Manager & Senior Counsel, and prepares documentation and
correspondence on the direction of Counsel and Officers.
• Maintains electronic and paper files in accordance with established protocols.
• Schedules appointments, meetings and hearings, ensuring room set up, required
documents and availability of attendees.
• Makes travel arrangements as required for investigators, Counsel and
complainants.
• Maintains integrity of member database by timely keying of accurate, relevant
information.
• Answers routine inquiries and completes telephone follow up on behalf of
Complaints Resolution staff, ensuring customer service standards are maintained.
Financial Responsibility
• Maintains office supplies for assigned work area, advises accordingly, and
coordinates the ordering of supplies as required.
• Ensures the efficient operation of all office equipment.
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
workflows and departmental effectiveness.
Special Projects and Initiatives
• Assists Complaints Resolution staff in the effective use of computerized
support systems.
• May undertake special projects as assigned from time to time.
QUALIFICATIONS/EXPERIENCE REQUIRED:
• A college diploma with a legal secretarial specialization, or equivalent
training and/or experience.
• A minimum of 3 years progressive experience providing secretarial and
administrative support in a confidential environment.
• This position is a designated bilingual position therefore the successful
candidate must have the ability to write and speak clearly and effectively in
French and English.
• May be required to travel to run errands, deliver documents, or attend
conferences and training courses.
• 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.
REQUIRED COMPETENCIES INCLUDE:
Customer service orientation including:
Professionalism:
Maintains a professional, composed manner when interacting with internal and
external customers. Holds emotions in check, and does not take negative comments
or insults personally.
Timeliness and accuracy of responses: Provides information, advice and guidance
in a timely and efficient manner. Ensures that all responses are currently
accurate.
Team skills:
Effective team member: Is flexible and adaptive in response to changing team
needs. Shares knowledge and expertise with the team, seeks the views of others,
and promotes consensus decision making.
Orientation for excellence:
Continuous process/service improvement orientation: Consistently and
productively challenges the status quo in order to improve, enhance and broaden
organizational processes and services.
Flexibility of Approach for Changing Circumstances: Responds quickly and
appropriately under a variety of situations or rapid change. Modifies approach
and/or processes in response to changing circumstances.
Personal Integrity: Demonstrates soundness of moral principle and good character
especially in relationship to truth and fair dealing, uprightness, honesty and
sincerity.
Interpersonal Skills:
Tact and Diplomacy: Behaves in a manner, which is discreet, confidential and
sensitive to the personal and professional needs of others.
Proactive: Anticipates needs and contingencies, and prepares a range of
responses in advance.
Cultural Sensitivity: Values societal and cultural diversity, and demonstrates
awareness and sensitivity in policy, attitude and practice.
Please Note: FULL benefits available to the right candidate!!!
Apply
To apply to this position please forward your resume as a MS Word attachment to:
If you have already been in contact with a consultant from Bilingual Recruiters, please contact them directly to confirm your interest in this position.
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Also, to view other Bilingual Positions, please visit our Career Opportunities page.