WORKFORCE ASSISTANT

City of Toronto; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

A major Canadian city organization seeks a Workforce Assistant to support HR functions for the Seniors Services & Long-Term Care Division. Responsibilities include administrative support, onboarding, and document preparation. Ideal candidates will have experience with senior staff support and various software tools. Located in Union Station, Toronto, this full-time position emphasizes confidentiality and effective communication.

Qualifications

• Considerable administrative office experience supporting a team of senior staff.
• Excellent written and verbal communication skills.
• Knowledge of relevant legislation like the Fixing Long-Term Care Act.

Responsibilities

• Provides administrative support to various HR activities.
• Supports onboarding/offboarding activities.
• Prepares files, documents, and statistical data.

Skills

Administrative support experience

Microsoft Office Suite

Interpersonal skills

Problem analysis

Time management

Tools

SAP

SuccessFactors

Quatro

Job description

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• Work Location: Union Station, 65 Front Street West, Toronto
• Job Type & Duration: Full-time, 1 Permanent and 1 Temporary (18 Month) Vacancies
• Shift Information: Monday to Friday, 35 Hours Per Week
• Affiliation: Non-Union
• Number of Positions Open: 2
• Posting Period: 24-Sept-2025 to 08-Oct-2025

The City’s Seniors Services and Long-Term Care Division supports Toronto seniors and residents in long-term care homes to have the healthiest, most fulfilling lives possible through exceptional care and services. Vulnerable individuals who reside in the community are supported through adult day programs, supportive housing services, tenancy support and homemakers and nurses services. CareTO is our brand for the culture change we are investing in for the City’s 10 directly operated long-term care homes ( careto/ ) .The division values Compassion, Accountability, Respect and Excellence which shape our organizational culture, our priorities, and the experiences of all those who live, work, volunteer, and visit.

Reporting to the Manager, Workforce Planning and Development, the Workforce Assistant provides a variety of administrative and support functions to assist various facets of Human Resources in the Seniors Services & Long-Term Care Division including Recruitment, Health and Safety, Organizational Development, Workforce Administration, Employee and Labour Relations, and Equity, Diversity, and Inclusion.

The primary functions associated with this position include but are not limited to:

Major Responsibilities

• Provides administrative support and coordination in Human Resources related activities and routine work assignments.
• Supports the division’s Workforce Management section with special projects.
• Acts as a divisional liaison for various programs and initiatives such as the confidential Police Reference Check Program.
• Provides onboarding/offboarding activities.
• Prepares files, documents, summaries and drafts routine responses.
• Supports meeting administration such as scheduling, material development and distribution and onsite and virtual support.
• Compiles and trends statistical data for use in forecasting; participates in analysis.
• Prepares visual presentations, briefing materials and other documentation as required.
• Supports policy and procedure development as assigned.
• Assists with the coordination of clerical support functions.
• Composes detailed correspondence in matters relevant to the scope of responsibilities.
• Represents the division in communications, in matters relevant to the scope of responsibilities.
• Works independently, completes assigned work within tight timeframes.
• Maintains strict confidentiality of information and records.
• Performs other related duties as assigned.

Key Qualifications

• Considerable administrative office experience supporting a team of senior staff.
• Experience with a variety of software packages including Microsoft Office Suite (i.e. Word, Excel and PowerPoint) SAP, SuccessFactors and Quatro.
• Considerable experience in the preparation and drafting of standard correspondence and reports and handling of confidential information.
• Experience in developing and/or implementing administrative work procedures and systems.
• Knowledge of related policies, procedures and legislation such as the Fixing Long-Term Care Act, Municipal Freedom of Information and Protection of Privacy (MFIPPA), Personal Health Information Protection Act (PHIPA), City of Toronto Collective Agreements, Human Rights Code, Employment Standards Act.
• Knowledge of the requirements of the Ministry of Long-Term Care and the Ministry of Labour within a long-term care environment.
• Knowledge of and commitment to a safe culture.
• Excellent written and verbal communication skills with the ability to prepare detailed documentation requiring application of regulations, guidelines, policies and procedures.
• Interpersonal skills to act as a divisional representative to establish and maintain positive and effective working relationships with management and non-management employees.
• Ability to identify and analyze problems and inefficiencies and suggest corrective actions and solutions.
• Ability to effectively establish timelines and handle a varied workload, with impeccable organizational skills.
• Ability to work independently in a dynamic, complex environment, as well as part of a team.

Please note: As a condition of employment with the Seniors Services & Long-Term Care Division, selected candidates will be required to provide a satisfactory Police Reference Check (PRC) with vulnerable sector screening, tuberculosis screening and proof of immunization in accordance with the Fixing Long-Term Care Act, 2021. (O.Reg 246/22).

Applicants are required to demonstrate in their resume that their qualifications match those specified in the job posting.

Note To Current City of Toronto Employees

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity .