Company Bio

Ross Memorial Hospital (RMH) is an active, acute-care community hospital located in the heart of the City of Kawartha Lakes. Among our acute and continuing care services, our team cares for 45,000 patients per year in the 24/7/365 emergency department, provides orthopedics and ophthalmology, operates a dialysis unit, and is renowned for its mental health programs and restorative seniors care. The Ross family takes pride in providing compassionate, quality patient care.

Position Summary

The Human Resources Administrative Assistant provides human resources services that support the day-to-day administrative needs of the HR team. The incumbent ensures the needs of the office and employees are met in a timely and professional manner. This position requires good judgment, common sense, exceptional attention to detail, and adaptability. This position is expected to act as a visible contributor to a positive, healthy, and progressive workplace culture.

Human Resources is looking for a Permanent Full-time HR Administrative Assistant

Effective Date: August 25, 2025

General Administrative Assistance

• Provide support to the HR team as required and direct individuals to the appropriate parties when necessary.

• Triage staff and patient-related inquiries to the appropriate departments.

• Supports records management (hard copy and electronic), including the creation of new files when projects/initiatives are started, as well as the requesting of, and contributing to, current files.

• Processes departmental expenses, invoicing, purchasing, payments, and vendors.

• Coordinates and organizes meetings and events as required including logistics/securing meeting space, document preparation etc.

• Manage the HR inbox and mail, receiving, sorting and distributing correspondence regularly. In addition, respond to inquiries made in person or by telephone or email from all employees.

• Assist with development of presentations and materials.

• Update assigned policies and procedures in Paradigm and provide application support for team members.

• Supports administrative functions for labour relations, bargaining, investigations, equity, diversity & inclusion, training and development and performance management.

• Manage office supplies and support general office administration functions.

Human Resources Information System

• Responsible for uploading and maintaining employee files and documentation to the HRIS database.

• Assists with data input for HRIS and liaises with HR, scheduling and payroll.

• Assist with data management, reporting, and analysis.

• Enters personnel changes and prepares administrative reports.

• Assist with Human Resources Information System administration and maintenance.

• Research and support analysis for various human resources projects including policy, training, HR analytics etc.

Employee Recognition, Education and Communication

• Liaise with clinical educators and management to coordinate and provide administrative support with student placements, programs, and the clinical scholar/extern reporting.

• Coordinate and participate in employee general orientation.

• Manage access to the Hospital training platform and update training modules as required.

• Provide training records and compliance reports to HR and management.

• Administer and track education leaves and coordinate the Education Support Fund.

• Assists with HR communication, memos, and announcements.

• Assist the Communications department with updating the HR section of the public website.

• Assist with the development, implementation, and analysis of HR surveys.

• Support employee recognition events and programs.

Other Duties

• Administrative backup for recruitment and onboarding.

• Other duties as required and assigned by the Human Resources Manager

The above duties and responsibilities are not to be considered all inclusive. May be requested to complete other duties in the interest of the efficient operations of the Hospital or effective patient care.

Essential Qualifications

Education:

• Post-secondary diploma in Office Administration.

• University degree in Business Administration and/or Human Resources preferred.

Experience:

• Minimum of three (3) years Administrative Assistant experience essential, preferably in a hospital setting and/or human resources department.
• Advanced knowledge of microcomputer applications – Microsoft Office (e.g., Word, Outlook, Excel, Publisher, PowerPoint)
• Experience with Human Resources Information Systems
• Keyboarding skills (70 w.p.m.)
• Demonstrated project management skills.
• Innovative, supportive, and high attention to detail and accuracy.
• Excellent communication skills, both written and oral.
• Excellent interpersonal and listening skills.
• Excellent composition skills in developing reports, minutes, correspondence, etc.
• Dedicated self-starter, demonstrating self-confidence and initiative in all activities.
• Ability to work under pressure and deadlines.
• Must be capable of dealing with all levels of staff and the public in a professional and courteous manner.
• Advanced coordinating, organizational, prioritizing, and time management skills.
• Advanced “people” skills (i.e., mature manner, confidential, discreet, tactful, willingness to assist others)
• Highly motivated, efficient team player who can provide comprehensive administrative support.
• Must be able to fulfill the physical requirements of the job, as per the current Physical Demands Analysis

Hours of Work

This is an on-site position, must be available for day shift Monday to Friday. Days and hours may change according to departmental requirements.

Employment Equity

Ross Memorial Hospital is committed to meeting the needs of persons with disabilities. Accommodation will be provided throughout the hiring process at the request of the applicant.

Employees must meet expectations for appropriate, respectful and professional conduct, as set out in the RMH Code of Conduct.