Administrative Assistant, Human Resources - Temporary Full Time

Job summary

The Administrative Assistant provides accurate and confidential operational support to the Human Resources team, including coordinating recruitment, onboarding, and offboarding activities. They are also responsible for maintaining HR records, preparing reports, and supporting various HR programs and projects.

Job details

Southwestern Public Health prides itself on the flexible work environment that employees have come to appreciate and value. SWPH is a workplace where employees are integral to the research, planning, collaborative efforts and delivery of programs and services. This position is presently located at the St. Thomas OR Woodstock site (location to be determined) This posting is for one (1) current vacancy. This position is anticipated to extend until December 31, 2026, subject to availability of work and funding. Southwestern Public Health is a community-focused organization that values our staff. Through our work and our commitment to leading the way in the protection and promotion of health for all in the communities we serve, we continue to advance our strategic direction by building an organizational culture of innovation, collaboration and shared leadership. As an integral member of the Corporate Services & Human Resources team, the Administrative Assistant will provide accurate, timely and confidential administrative and operational support across the Human Resources function. This position offers an opportunity to learn, grow and collaborate with exceptional colleagues while supporting supervisors, staff and candidates throughout the employment experience. The successful candidate will coordinate recruitment, onboarding and offboarding activities; maintain HR records and systems; prepare reports, correspondence and documentation; respond to routine inquiries; and support training, policy administration and other HR programs and projects. Working within established processes, the Administrative Assistant will use sound judgment, strong attention to detail and approved digital tools to improve efficiency and service delivery while protecting privacy and confidentiality. As a member of the Corporate Services & Human Resources team, you will help ensure that our internal clients have the information, knowledge and support needed to make informed decisions and deliver on our mission, vision and values. This is an ideal opportunity for an organized, service-focused HR professional who enjoys coordinating detailed work, improving processes and contributing to a team dedicated to excellence. As a prospective candidate, you will bring: QUALIFICATIONS Education Successful completion of a diploma or degree in Human Resources Management, Business Administration or a related field from a recognized college or university. Progress toward a Certified Human Resources Professional (CHRP) designation is considered an asset. Skills and Experience A minimum of two (2) years of related human resources or administrative experience. Experience coordinating multiple processes, maintaining accurate records and entering, validating and reporting data using information systems, databases or spreadsheets. Basic knowledge of human resources practices and relevant Ontario employment legislation; experience in a unionized, public-sector or health-care environment is considered an asset. Strong attention to detail, sound judgment and the ability to organize priorities, meet deadlines and manage a high volume of detailed work. Proficiency in Microsoft Office, including strong Excel skills, and comfort learning and responsibly using digital tools, automation and artificial intelligence to improve HR processes. Clear, professional written and verbal communication skills, a service-oriented approach and the ability to work independently and collaboratively. Ability to exercise discretion, maintain confidentiality and appropriately escalate complex or sensitive matters. Terms and conditions of employment are in accordance with the Employment Agreement. Salary Range: $35.44/hr to $39.76/hr (70 hours in a two-week period). Will receive vacation pay each pay period as well as pay in lieu of benefits following successful completion of the probationary period. Offered enrollment in the OMERS pension plan (if enrolled, in lieu benefits will reduce). Southwestern Public Health provides a flexible work environment. Hybrid work arrangements are available for some positions, depending on the program and operational requirements. Candidates are required to maintain a current valid Ontario Driver’s license and reliable access to an insured working vehicle. A criminal reference check completed within the last six (6) months from a Canadian Police Information Centre (CPID), inclusive of a judicial matters check, will be required of the successful candidate. Immunization Requirements: Fully vaccinated against COVID-19, are able to provide proof of immunization, and acknowledgement to follow Southwestern Public Health's policies and processes related to COVID-19 management in the workplace. Southwestern Public Health strives to meet the standards set out in the Accessibility for Ontarians with Disabilities Act (AODA) Customer Service Regulation, and will support candidates to modify our recruitment and selection process, should there be a need to modify or remove barriers to accommodate those with disabilities, if requested. Should a candidate be contacted and require accommodation at any point throughout the recruitment and selection processes, please notify the Human Resources representative who has contacted you. Your interest in this opportunity is appreciated. Only those under consideration will be contacted.

What you’ll do

The Administrative Assistant provides accurate and confidential operational support to the Human Resources team, including coordinating recruitment, onboarding, and offboarding activities. They are also responsible for maintaining HR records, preparing reports, and supporting various HR programs and projects.

Requirements

Candidates must have a diploma or degree in Human Resources or a related field and at least two years of relevant experience. Proficiency in Microsoft Office and strong attention to detail are required, along with the ability to maintain confidentiality and work collaboratively.

Benefits

• Pension plan • Vacation pay • Pay in lieu of benefits

Listed skills

• Recruitment · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Reporting · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication Skills · Preferred
• Onboarding · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Human resources management
• Administrative support
• Recruitment
• Onboarding
• Offboarding
• Data entry
• Reporting
• Microsoft Office
• Excel
• Communication skills
• Confidentiality
• Attention to detail
• Policy administration
• Digital tools
• Process Improvement
• Management
• Coordinating
• Information Systems
• Leadership
• Innovation
• Microsoft Excel
• Detail Oriented
• Business Administration
• Artificial Intelligence
• Customer Service
• Automation
• Report Writing
• Administrative Functions
• Ability To Meet Deadlines
• Valid Driver's License
• Verbal Communication Skills
• Employment Protection Legislation
• Employee Onboarding
• Talent Recruitment
• Human Resource Management
• Spreadsheets
• Corporate Services
• Research Methodologies
• Policy Administration
• Certified Human Resources Professional

Job areas

• Human Resources
• Administrative
• Government & Public Sector
• Healthcare
• Administrative Assistant/Human Resources Coordinator
• Human Resources Administrative Assistant
• Personnel Clerks
• Human Resources Assistants, Except Payroll and Timekeeping