Human Resources Assistant

Job summary

Provide reception and customer service for HR inquiries, and support recruitment, onboarding, benefits, payroll, and other daily HR operations. Maintain confidential employee records, prepare HR documents, coordinate administrative tasks, and assist with office operations and safety procedures.

Job details

Baycrest Corporate Centre for Geriatric Care has an exciting opportunity for a HR Assistant Human Resources Posting Number: 10360 Position Type: Full Time Shift Type: Day (on-site) Bi-Weekly Hours: 75 Hours, 7.5 hrs/shift Union: Non-Union Date Posted: November 10, 2026 Internal Closing Date: November 19, 2026 About Us The Baycrest Corporate Centre for Geriatric Care (BCCGC) serves as the corporate head office for the Baycrest Seniors Care family of companies, supporting our hospital, long-term care home, research centre, education programs and residential living communities. As the administrative and organizational hub of a system fully dedicated to aging and brain health, BCCGC brings people, our shared values and system-wide services together to strengthen care and experiences for older adults. Grounded in the values of being inclusive, collaborative, ambitious, respectful and excellent, BCCGC fosters an environment where teams thrive and collaboration drives success. From enterprise planning to day-to-day operational support, BCCGC helps ensure the Baycrest vision — a world where every older person lives with purpose, fulfilment and dignity — comes to life. Job Summary Reporting to the Manager of Talent Acquisition and HR Shared Services Centre, the HR Assistant serves as the first point of contact for employees and visitors to the HR department, ensuring a positive and professional experience. In addition to greeting and assisting individuals, the role supports daily HR operations, including recruitment, employee engagement, total rewards, labor relations, and organizational effectiveness. By coordinating tasks across teams and helping manage HR processes, the HR Assistant contributes to the smooth and efficient operation of the department, ensuring that HR services are delivered effectively and aligned with organizational needs. The individual in this role is required to be on-site 5 days per week. Responsibilities include but are not limited to: Reception & Employee Inquiries Provide reception services by greeting and assisting employees, managers, and prospective candidates in person, via phone, or email. Serve as a primary point of contact for HR-related inquiries, such as confirmation of employment, payroll issues, benefits questions, and policy clarifications. Provide prompt and accurate responses using pre-defined policies, tools, etc. Assist employees with benefits-related questions, enrollment, and changes to benefits as needed. Direct more complex or sensitive questions to senior-level HR staff or management as needed. Maintain a professional and approachable demeanor in all interactions with employees, managers, and candidates, representing the HR department with a high level of customer service. Administrative Support & Document Preparation Provide administrative support to the HR department, including preparing employee letters, using pre-approved templates, and assisting with documentation related to HR processes. Provide administrative support to the HR Directors, including monthly corporate credit card reconciliations and coordinating meetings and related logistics. Assist with managing HR-related correspondence, ensuring timely delivery and response of important information to employees, managers, and external partners (examples: work permits, vulnerable sector checks, casual status, etc). Manages any legal requests received, coordinating payment, scanning necessary documents from the employee file, obtaining any required information from various departments within HR. Electronic Data and Paper File Management Maintain and organize departmental files, employee records and HR documentation ensuring that all documentation is up to date and accessible for HR staff ensuring compliance with all applicable regulations. Perform regular audits of HR files to ensure that required documentation is properly collected, filed, and maintained. Ensure the integrity and confidentiality of employee files, records, and sensitive HR information at all times, in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other confidentiality regulations. Assist with the transition of paper files to electronic formats (where applicable) as part of ongoing efforts to improve document management systems. Recruitment and Onboarding Coordinate new hire onboarding, ensuring a smooth and welcoming experience for new employees by preparing orientation materials and organizing orientation schedules. Track new hire documentation, ensuring that all forms are completed and filed in a timely manner. Office Management and Operational Support Assist in the preparation and processing of employee payroll, ensuring accuracy and compliance with company policies. Verify timesheets, track attendance, and respond to payroll inquiries. Handle the timely processing of invoices. Communicate with external vendors and internal finance teams to resolve any discrepancies. Manage the ordering, tracking, and inventory of office supplies and HR-related materials, to ensure the department has necessary items for daily operations. Act as Fire Captain in accordance with safety and emergency preparedness policies Provide general office management support, including coordinating maintenance of office equipment, managing mail, and ensuring a clean and organized work environment. Perform additional tasks as assigned by the HR Manager or senior HR staff to support the overall goals and operations of the HR department. Qualifications Post-secondary diploma or equivalent experience in Human Resources or related field. Human Resources designation (e.g., CHRP, or working towards) is an asset but not required. Minimum 3 months of experience in an HR-related or administrative role, typically gained through a co-op, internship, or similar program, ideally in a healthcare or regulated industry. Experience with HR software (e.g., HRIS, Applicant Tracking Systems) is preferred. Strong skills in Microsoft Office. Knowledge of Ontario’s Employment Standards Act (ESA) and The Personal Information Protection and Electronic Documents Act (PIPEDA). Working knowledge of unions and collective agreements is preferred. Comfortable using printers, fax machines, scanners, etc. Excellent organizational, multitasking, and time-management skills. Strong verbal and written communication skills with a customer orientation Ability to maintain confidentiality and handle sensitive information with discretion. Detail-oriented with a strong focus on accuracy and compliance. Ability to work independently and collaboratively in a fast-paced environment. Compensation At Baycrest, we take pride in ensuring our compensation structure is internally equitable and compliant with pay equity legislation. We believe compensation should be transparent, equitable, and reflective of your experience and growth. Our salary ranges are structured to support progression, from learning the role to demonstrating full proficiency. The salary range for this position is $52,279 to $65,349 per year. Your placement within the target hiring range will depend on your job-related knowledge, skills, abilities, and relevant education and experience, as well as considerations such as market conditions and internal equity. The starting salary will be determined using these factors to ensure fairness and consistency across the organization.

What you’ll do

Provide reception and customer service for HR inquiries, and support recruitment, onboarding, benefits, payroll, and other daily HR operations. Maintain confidential employee records, prepare HR documents, coordinate administrative tasks, and assist with office operations and safety procedures.

Requirements

A post-secondary diploma or equivalent experience in human resources or a related field is required, along with at least three months of HR-related or administrative experience. Candidates should have strong Microsoft Office, organizational, communication, accuracy, and confidentiality skills; HR software experience and knowledge of Ontario employment standards, privacy requirements, unions, and collective agreements are preferred.

Listed skills

• Recruitment · Preferred
• Onboarding · Preferred
• Microsoft Office · Preferred
• Organization · Preferred
• Customer service · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Human Resources Administration
• Reception
• Employee Relations
• Benefits Administration
• Recruitment
• Onboarding
• Payroll Support
• HRIS
• Applicant Tracking Systems
• Microsoft Office
• Records Management
• Confidentiality
• Employment Standards Act Knowledge
• PIPEDA Compliance
• Organization
• Customer Service

Job areas

• Human Resources
• Administrative
• Customer Service & Support
• Healthcare

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