administrative assistant

DIAMOND INSURANCE GROUP INC.; Ottawa; On-site; CAD 40,000 - 50,000; Full time

Job summary

A leading insurance company located in Ottawa is seeking an HR Coordinator to oversee various HR functions and ensure alignment with the organization’s goals. The successful candidate will have a secondary school graduation certificate and at least 7 months of experience. Responsibilities include staff supervision, coordinating HR activities, and assisting with staff consultations. This role demands excellent communication skills and the ability to thrive in a fast-paced environment.

Qualifications

• 7 months to less than 1 year of experience in the field.
• Ability to work independently in a fast-paced environment.
• Attention to detail and ability to meet tight deadlines.

Responsibilities

• Coordinate the activities of the HR department to ensure goals are met.
• Evaluate daily operations and motivate staff.
• Supervise, train, and direct staff effectively.

Skills

Ability to multitask

Excellent oral communication

Excellent written communication

Organized

Team player

Education

Secondary (high) school graduation certificate

Job description

Durée de l'emploi : Permanent

Langue de travail : Anglais

Heures de travail : 35 to 40 hours per week

Education : Secondary (high) school graduation certificate

Experience : 7 months to less than 1 year

Education

• Secondary (high) school graduation certificate

Responsibilities

• Arrange and co-ordinate seminars, conferences, etc.
• Assist with staff consultation and grievance procedures
• Coordinate the activities of the HR department in order to ensure they meet the organization's goals
• Coordinate the flow of information within the team
• Direct and control daily operations
• Direct staff
• Evaluate daily operations
• Motivate staff
• Open and distribute mail and other materials
• Plan and control budget and expenditures
• Plan and organize daily operations
• Review HR projects to assure compliance with laws and regulations
• Supervise other workers
• Train other workers
• Determine and establish office procedures and routines
• Oversee the classification and rating of occupations
• Schedule and confirm appointments
• Manage contracts
• Manage training and development strategies
• Answer telephone and relay telephone calls and messages
• Oversee the analysis of employee data and information
• Answer electronic enquiries
• Oversee development of communication strategies
• Compile data, statistics and other information
• Oversee the preparation of reports
• Advise senior management
• Respond to employee questions and complaints
• Order office supplies and maintain inventory
• Liaise with management, union officials and HR consultants
• Negotiate collective agreements on behalf of employers or workers
• Organize staff consultation and grievance procedures
• Oversee payroll administration
• Arrange travel, related itineraries and make reservations
• Greet people and direct them to contacts or service areas
• Set up and maintain manual and computerized information filing systems
• Type and proofread correspondence, forms and other documents
• Conduct research
• Provide customer service
• Work with the marketing department to understand and communicate marketing messages to the field
• Recruit and hire staff
• Consult with clients after sale to provide ongoing support
• Conduct performance reviews
• Evaluate work environments, programs and procedures to control, eliminate, and prevent disease or injury
• Supervise office and volunteer staff

Work conditions and physical capabilities

• Ability to work independently
• Fast-paced environment
• Work under pressure
• Tight deadlines
• Attention to detail
• Repetitive tasks

Personal suitability

• Ability to multitask
• Excellent oral communication
• Excellent written communication
• Flexibility
• Organized
• Team player

Screening questions

• Do you have previous experience in this field of employment?

Experience

• 7 months to less than 1 year

Support for persons with disabilities

• Provides physical accessibility accommodations (for example : ramps, elevators, etc.)
• Provides visual accessibility accommodations (for example : braille, screen readers, etc.)
• Provides auditory accessibility accommodations (for example : transcription software, teletypewriters, etc.)

Support for newcomers and refugees

• Participates in a government or community program or initiative that supports newcomers and / or refugees
• Assists with immediate settlement needs of newcomers and / or refugees (for example : housing, transportation, storage, childcare, winter clothing, etc.)
• Supports social and labour market integration of newcomers and / or refugees (for example : facilitating access to community resources, language training, skills training, etc.)

Support for youths

• Participates in a government or community program or initiative that supports youth employment
• Offers on-the-job training tailored to youth
• Offers mentorship, coaching and / or networking opportunities for youth

Support for Veterans

• Participates in a government or community program or initiative that supports Veterans
• Offers mentorship, coaching and / or networking opportunities for Veterans
• Provides awareness training to employees to create a welcoming work environment for Veterans

Support for Indigenous people

• Participates in a government or community program or initiative that supports Indigenous people
• Offers mentorship, coaching and / or networking opportunities for Indigenous workers
• Develops and maintains relationships with indigenous communities, indigenous-owned businesses and organizations

Support for mature workers

• Participates in a government or community program or initiative that supports mature workers
• Applies hiring policies that discourage age discrimination
• Provides staff with awareness training to create a welcoming work environment for mature workers