Administrator, Human Resources, Client & People Services - contract until December 2024 (Hybrid, Toronto)

OVERVIEW

JOB PURPOSE :

The Administrator, Human Resources ( The Administrator ) is responsible for providing confidential administrative support and general coordination to the Human Resources department.

This includes the implementation and coordination of department administrative practices and procedures, facilitating the flow of information and administrative services within the department, and coordination of ongoing and special events.

QUALIFICATIONS REQUIRED :

• A minimum level of education required to fulfill the core requirements of this position includes a university degree
• Minimum of 3 years administrative and customer service experience. Project and events coordination experience is an asset.
• Good understanding of general business administration and operations.
• High level of integrity, confidentiality, accuracy, and attention to detail.
• Strong sense of urgency with superior time management skills and the ability to handle multiple roles and tasks simultaneously.
• 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.
• 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.
• Speaks and writes in a clear, articulate manner for individual and / or group situations.
• Superior organizational skills with exceptional attention to detail.
• Ability to remain calm under difficult, or stressful situations.
• Demonstrated ability to behave in a manner which is discreet, confidential, and sensitive to the personal and professional nature of HR work and the needs of others.
• Regulatory experience is considered an asset.
• Superior proficiency with MS Word, Outlook, Excel, PowerPoint, OneNote, Adobe, DocuSign, SharePoint, survey applications, conferencing, and database software.

KEY ACCOUNTABILITIES

Client / Customer Service Planning 30%

• The Administrator plans and coordinates Human Resources related corporate and training events and various department meetings.
• The Administrator is required to update relevant documentation such as training material, process maps, organizational charts, agendas, and meeting minutes.
• The Administrator provides confidential administrative support and general coordination to the Human Resources.
• Coordinates all aspects of LSO sponsored programs relating to corporate discounts, employee recognition, long service award program, life events, process HR related invoices and reimbursements.
• Assists with calendar management and general administrative support for Director and Manager level, including prioritizing meetings, dealing with meeting conflicts, travel arrangements, expenses, research, and document / presentation drafting as required.
• In addition, the Administrator will assist the Executive Director, Client and People Services, with divisional events as required.

Client / Customer Service Delivery 40%

• The Administrator responds to a full range of inquiries related to the human resources function, serving as the primary point of contact for general employee inquiries.
• The Administrator provides assistance, clarifying human resources policies and procedures, referring inquiries to appropriate team members, and liaising with internal and external contacts on behalf of the Director and Managers.
• The Administrator is also responsible for screening and prioritizing all incoming correspondence and preparing draft responses to routine matters.
• Provides confidential administrative support to routine services such as employment confirmation letters, employment changes, SIN verifications, new hire onboarding documentation and policy maintenance and tracking.
• Assists with interview scheduling and administering candidate testing.
• Ensures timely and accurate processing of payroll related information, including any onboarding materials.
• Maintains organization chart, and various internal trackers relating to internal staff movement.
• Prepares courier and print requisitions, manages supplies and equipment needs and is the key contact for the third-party service providers.
• Maintains internal employee filing systems and coordinates offsite storage.

Financial Responsibility 5%

• Responsible for expense management, invoice processing, monthly HR financial reconciliation, drafting HR related contracts and amending agreements for third-party service providers as well as purchase requisitions and purchase orders.
• The Administrator assists the Director in preparing the annual budget for the department, indicating key projects and financial patterns as it relates to the HR operations of key programs and routine expenses.

Team Membership 15%

• The Administrator must work effectively with members of the Human Resources team.
• Contributes to the effective flow of services and optimization of work processes within the department and engages in problem solving with other employees, contributing to continuous department improvements.
• Supports and administers on-going and new HR initiatives with internal and external stakeholders.
• Takes initiative to keep abreast of Law Society policies, procedures, and events and informs the HR team.
• Provides support to the other team members and demonstrates flexibility and commitment to the team to maximize resources and support the team during peak periods.

WORKING ARRANGEMENT

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.

OUR COMMITMENT

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