The Registrar is responsible for file processing, hearing support and operations at the Law Society Tribunal. The Registrar manages the Tribunal’s administrative staff and oversees all aspects of the Tribunal's operations, maintaining familiarity with the work of all direct reports. The Registrar provides day-to-day guidance to staff and adjudicators about case processing issues and Tribunal procedures and makes decisions under the Rules of Practice and Procedure. Under the general direction of the Tribunal Chair, the Registrar designs and implements administrative processes and coordinates the administration of the Tribunal budget. The Registrar seeks out new methods for service delivery, ensuring the effective design and use of technology and coordinating ongoing implementation of and upgrades to the Tribunal’s case management system. The Registrar supervises the administrative staff and ensures timely and accurate completion of tasks and activities, providing guidance on the exercise of discretion in case processing. The Registrar provides advice to and assists the Tribunal Chair with the overall management and strategic direction of the Tribunal. The Registrar works with the Communications Officer to ensure quality and consistency in the Tribunal’s external communications. In all work, the Registrar focuses on service to the public, professions and parties, proportionality and flexibility in process. The Registrar upholds and models the Tribunal’s core values of fairness, quality, transparency and timeliness.
A bachelor’s degree, an L.L.B. or J.D is an asset.
A minimum of seven years working experience in a senior role in a tribunal, court or regulator with at least five years of formal management experience.
Solid understanding of procedural fairness.
Excellent knowledge of best practices and innovative approaches in the administration of courts and tribunals.
Excellent people manager.
Strong leadership and motivational skills.
Understanding of the Law Society and the Law Society’s Tribunal’s mandate, services, legislation, rules and policies.
Solid knowledge of best practices for court and tribunal administration.
Skilled in designing and implementing innovative administrative processes.
Persuasive and clear in speaking and writing.
Reasons through, develops and applies complex written and spoken information.
Bilingualism (English and French) is an asset.
Excellent knowledge and understanding of technology, in particular Microsoft Office, SharePoint, databases and spreadsheets.
Client / Customer Service Planning
Under the general direction of the Tribunal Chair, leads the development and implementation of operational and administrative policies and standards to ensure consistent, efficient and timely processing of matters before the Law Society Tribunal.
Coordinates high quality, innovative service to the public, parties and stakeholders.
Critically evaluates and makes changes in administrative policies, practices, training and technology to ensure effective, proportionate and fair support to the adjudicative process.
Conducts needs assessment, identifies gaps in policy, procedure and case management technology, and recommends and implements change.
Identifies strategic issues, opportunities for innovation and cost savings, and develops project plans to enhance the provision of effective administrative services and support to the Law Society Tribunal.
Client / Customer Service Delivery
Manages administrative support to the Tribunal, establishing and implementing flexible practices and procedures under the direction of the Tribunal Chair.
Ensures that administrative staff act in accordance with procedural fairness and the Tribunal’s core values and applies contemporary, innovative approaches to tribunal administration.
Establishes policies and practices that are clear, simple, and cost effective and allow for the exercise of discretion.
Oversees the release and distribution of endorsements, orders and reasons, the Tribunal’s premises and the scheduling of hearings, pre-hearings and file reviews.
Coordinates tracking and monitoring of all open files. Makes procedural decisions as set out in the Rules of Practice and Procedure.
Contributes to the preparation of the Tribunal’s annual report.
Delivers orientation to adjudicators about administrative processes.
Special Projects and Initiatives
Leads or collaborates on a variety of initiatives to improve the administration of the Tribunal process, including design of specialized information technology, redesigning business processes and amendments to the Rules of Practice and Procedure.
Collaborates with the Communications Officer on outreach including the Tribunal website and annual report.
Performance Goals, Targets and Standards
Works with staff to monitor, refine and continuously improve and innovate processes and practices.
Together with the Chair, leads the development of case management technology.
Establishes performance targets and standards for staff and case processing and reasons completion.
Oversees the preparation of quarterly and annual statistics and responds to requests for statistics as appropriate.
Collaborates with the Tribunal Chair on the leadership, strategic planning and administration of the Tribunal.
Works with Tribunal Counsel, the Executive Assistant to the Chair and the Communications Officer.
Interacts frequently with other Law Society departments that interact with the Tribunal (in particular Policy, Human Resources, Information Technology, Facilities and Litigation Services) while maintaining the adjudicative independence of the Tribunal.
Identifies issues requiring process, policy or rule changes and recommends, develops and implements improvements in conjunction with the Chair.
Interprets and implements policies and procedures. Ensures that staff duties are appropriately defined and balanced.
Monitors and reviews the Law Society Tribunal budget, updating the Tribunal Chair regularly and making recommendations for budgetary allocation and adjustment of operational plans as required.
Relationship and Alliance Building
Builds solid relationships with stakeholders, service providers, other areas of the Law Society, adjudicators and staff, using persuasive skills to encourage consistency while respecting adjudicative independence.
Promotes confidence in the Tribunal through all interactions.
Hires, trains, develops and evaluates the Tribunal’s administrative staff.
Is familiar with the work of all direct reports. Establishes, monitors and continuously improves work processes.
Coordinates the recruitment of temporary staff as needed.
Identifies staff training requirements and coordinates and delivers training.
Fosters a positive working environment by being a role model, clarifying goals, building the commitment of individuals, strengthening the team’s collective skills, and encouraging creativity, empowerment and problem solving.
Guides and assists in the exercise of discretion.
Determines appropriate distribution of administrative work, matching skills and competencies to the work assignment.
Evaluates and coaches staff and develops a training plan to address gaps.
Fosters a team environment, demonstrating leadership and building team capacity.
Makes decisions about staff development, performance, compensation and discipline.
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.
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.
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 Law Society Tribunal.
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 Law Society Tribunal.
The requirement to work towards and embrace change in the workplace.
The requirement to behave with integrity, credibility and honesty when dealing with others, as well as the requirement to grow and develop employee capabilities.