HR Administrative Assistant

The Career Foundation; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A community-focused employment organization in Toronto is seeking an HR Administrative Support professional. Responsibilities include providing HR process support, maintaining employee records, and coordinating recruitment efforts. The ideal candidate has a background in Human Resources, strong technical skills, and a commitment to diversity and inclusion. This role offers opportunities for career development and skill enhancement in a supportive environment.

Qualifications

• Minimum two years of relevant HR administrative support experience.
• Ability to maintain confidentiality and exercise sound judgment.
• Willingness to work outside regular business hours when needed.

Responsibilities

• Provides administrative support for HR processes.
• Maintains and organizes HR records in HRIS.
• Supports full-cycle recruitment and onboarding.

Skills

Strong technical aptitude

Excellent analytical skills

Microsoft Office Suite proficiency

Verbal and written English communication

Understanding of diversity and inclusion

Education

Post-secondary degree or diploma in Human Resources

Tools

ADP Workforce Now

Microsoft Excel

Job description

Responsibilities

include :

• Provides administrative support for various HR-related processes.
• Utilizes a variety of software and technologies to collect, organize, and maintain HR records, while supporting the efficient delivery of HR functions.
• Enters and maintains employee records and other data in the company’s HRIS (ADP Workforce Now).
• Collects and organizes data, and creates HR reports.
• Supports full-cycle recruitment for internal positions, including preparing job postings, coordinating and administering pre-screen assessments, and conducting reference checks.
• Prepares new hire employment agreement packages using established templates.
• Drafts letters of employment, vacation eligibility letters, salary increase letters, and other HR-related documents.
• Supports HR onboarding for new employees, volunteers, and placement students, including HR Welcome meetings, orientation on policies and procedures, and retrieval of signed documents.
• Assists new employees with completing payroll-related documentation and works cross-functionally with the Finance department to ensure timely and accurate entry of new employees into the payroll system.
• Provides support with employee benefits enrollments, including providing application information, assisting with form completion, communicating with insurance providers, and notifying employees of approvals.
• Schedules and coordinates various staff training sessions, including communication with training providers and on-site logistics.
• Provides key support in coordinating staff appreciation events and other special employee recognition and engagement initiatives.
• Coordinates health and safety training as needed for employees with external providers, completes registrations, maintains training records, and updates internal H&S listings.
• Performs various HR administrative functions, including creating and distributing surveys, collecting statistical information, preparing meeting materials, and maintaining records.
• Responds to general incoming HR inquiries and directs more complex or serious matters to the Director of HR.
• Supports the Director of HR in conducting workplace investigations when required, pursuant to policies and legislative requirements, including attending meetings and taking detailed notes.
• Attends recruitment events and other networking opportunities to promote The Career Foundation and build talent pipelines for internal positions.
• Performs all duties and responsibilities ethically and in accordance with the organization’s policies and procedures.
• Maintains strict privacy and confidentiality of all employee-related information.
• Performs other relevant duties as assigned.

Qualifications / Skills Required :

Post-secondary degree or diploma in Human Resources is highly preferred, or an equivalent combination of education and experience is required.

Must have at least two years of relevant work experience in a similar HR administrative support capacity.

Must possess strong technical aptitude and the ability to quickly learn, adapt to, and implement new technologies and system tools.

Prior experience utilizing ADP Workforce Now is considered a strong asset.

Excellent analytical skills with a high level of attention to detail.

Experience in preparing reports, spreadsheets, and correspondence, paired with strong proficiency in Microsoft Office Suite, including MS Excel and Office365 applications.

Knowledge of various legislations applicable to Ontario workplaces, including the Employment Standards Act, Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, and the Ontario Human Rights Code, is considered an asset.

Excellent verbal and written English communication skills, with experience developing HR-related communications and building rapport across diverse teams.

High ethical standards, with a proven ability to maintain confidentiality and exercise tact, diplomacy, and sound judgment.

Understanding of the value of inclusion, diversity, equity, and accessibility in the workplace.

Willingness and flexibility to occasionally work outside regular business hours when needed.

Demonstrated ability to remain flexible and resilient, adapting quickly to changing priorities while maintaining trust and positive working relationships.

Strong work ethic with the ability to multitask while maintaining a positive and proactive attitude.

The Career Foundation’s Commitment :

The Career Foundation is committed to diversity and inclusion and aims to create a healthy and rewarding environment for all. We welcome applications from qualified individuals who represent the diversity of the people we proudly serve, including, but not limited to, visible minorities, women, persons with disabilities, Indigenous peoples, and individuals of all genders and sexual orientation. The Career Foundation, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.

To apply for this position, please complete the application form below. We suggest using the latest version of Google Chrome or Microsoft Edge to complete the form, in order to ensure that your application is submitted correctly.