Administrator, Inventory Product Data

Quantum Lifecycle; Brampton; On-site; CAD 45,000 - 60,000; Full time

Job summary

William Osler Health System is seeking an HR Assistant who reports to the Manager, Total Rewards & HR Operations. The role is the first point of contact for the HR Department, handling calls, emails, and various administrative tasks with discretion to protect confidentiality.

You will support payroll data entry, HR policy updates, employee records, and internal communications, contributing to efficient operations and a welcoming environment for staff and patients alike.

Qualifications

• Minimum 1 year of experience in Human Resources.
• Completion of a Human Resources degree or diploma/certificate program.
• Strong written and verbal communication skills.
• Excellent organizational and interpersonal skills with attention to detail.
• Discretion handling confidential information.

Responsibilities

• First point of contact for the HR phone line, providing a professional and welcoming experience for all callers.
• Respond to HR-related questions and redirect incoming calls to the appropriate HR function or other Hospital departments as necessary, ensuring accurate and timely resolutions.
• Manage the HR email inbox, responding to inquiries and requests efficiently while maintaining a high standard of customer service and professionalism.
• Creating employment letters and processing verification of employment requests.
• Receive, verify, and process employee information updates such as demographic changes, bank account updates, and other key details, ensuring accurate record-keeping.
• Maintain comprehensive employee records, managing both paper and electronic files, and ensuring all records are up-to-date, accurate, and compliant.
• Manage the office equipment and supplies, placing orders and following up when necessary.
• Provide basic system administration support for end users, including tasks such as password resets, account creation, and user access management.
• Assist with policy updates and maintenance, ensuring all HR policies are current.
• Entering the bi-weekly payroll for the HR team, ensuring all hours have been submitted accurately.
• Leadership administrative support including, booking meetings, document preparation, and sending organizational emails, etc.
• Providing centralized team supports for the HR department. Examples include long service awards, retirement gift administration, organizing job fairs, and employee relations support
• Budget tracking and processing of department invoices accurately and promptly
• Responding and preparing employee files for legal requests

Skills

HR experience

Communication

Interpersonal skills

Education

HR degree or diploma

Job description

Reporting to the Manager, Total Rewards & HR Operations this role services as the first point of contact for the Human Resources Department, playing a key part in creating a welcoming and professional environment. This position requires strong communication and interpersonal skills to assist in HR-related inquires, managing incoming calls, responding to emails in the HR mailbox, and support of various departmental operational tasks. Success in this role depends on being highly organized, detail-oriented, and capable of handling confidential information with discretion to ensure smooth and efficient department operations. The HR Assistant will ensure quality administrative processes are in place to support the needs of the Human Resources Department.

Accountabilities

• First point of contact for the HR phone line, providing a professional and welcoming experience for all callers
• Respond to HR-related questions and redirect incoming calls to the appropriate HR function or other Hospital departments as necessary, ensuring accurate and timely resolutions
• Manage the HR email inbox, responding to inquiries and requests efficiently while maintaining a high standard of customer service and professionalism
• Creating employment letters and processing verification of employment requests
• Receive, verify, and process employee information updates such as demographic changes, bank account updates, and other key details, ensuring accurate record-keeping
• Maintain comprehensive employee records, managing both paper and electronic files, and ensuring all records are up-to-date, accurate, and compliant
• Manage the office equipment and supplies, placing orders and following up when necessary
• Provide basic system administration support for end users, including tasks such as password resets, account creation, and user access management
• Assist with policy updates and maintenance, ensuring all HR policies are current
• Entering the bi-weekly payroll for the HR team, ensuring all hours have been submitted accurately.
• Leadership administrative support including, booking meetings, document preparation, and sending organizational emails, etc.
• Providing centralized team supports for the HR department. Examples include long service awards, retirement gift administration, organizing job fairs, and employee relations support
• Budget tracking and processing of department invoices accurately and promptly
• Responding and preparing employee files for legal requests

Qualifications

• Minimum of 1 year of experience in Human Resources required
• Completion of a Human Resources degree or diploma/certificate program
• Possess strong written and verbal communication skills.
• Strong telephone and email communication skills.
• Extremely proactive in meeting customer needs.
• Ability to interact and work well with others.
• Excellent organizational, communication, and interpersonal skills needed; as well as strong attention to detail.
• Highly motivated and results-oriented, able to work in a fast-paced environment.
• Must demonstrate Osler's Values of Respect, Excellence, Service, Compassion, Innovation and Collaboration

Additional Information

Hours: Currently days, 8 hours (subject to change in accordance with operational requirements)

Onsite First: Roles that frequently support direct patient care and have dedicated hours when they are available to patients, team members and/or other partners.

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Osler values inclusivity and diversity in the workplace. We welcome and encourage applicants from diverse backgrounds. We are committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act. If you require an accommodation at any stage of the recruitment process, please notify Human Resources at [e-mail] .

While we thank all applicants, only those selected for an interview will be contacted. Any information obtained during the course of recruitment will be used for employment recruitment purposes only, and not for any other purpose.