Human Resources Administrator

3 months ago

Ottawa, Canada The Ottawa Mission Full time

For over a century, The Ottawa Mission has proudly served as a community cornerstone in providing relief to those in need. Over that time, we’ve evolved from a faith-based shelter into a comprehensive service hub ready to meet the ever-growing needs of our vulnerable population. Through the philanthropy and support of our community, we’re able to offer:

- Frontline shelter services
- In-shelter and community outreach meals
- Housing Services
- Mental health, Addiction, and Trauma Treatment programs
- Employment and Educational support
- Health Services (Primary Care Clinic / Hospice care / Dental, etc.)
- Spiritual guidance
- Job training

**Human Resources (HR) Administrator**

**Reports to: Director of Human Resources**

**Job Level: Non-Management**

**Salary: $52,600 - 63,000 per year**

**Position Purpose**

Reporting to the Director of Human Resources (Director) the HR Administrator (Administrator) will provide high
- level administrative support to the Director using advanced administrative skills. He/She will provide a variety of administrative support to facilitate the effective delivery of human resources services to employees.

The Administrator is responsible for ensuring the efficient day-to-day operation of the HR Department. He/She will provide administrative support across the organization and will effectively manage a busy schedule of internal and external administrative responsibilities. The Administrator is flexible, able to meet changing needs and competing priorities, and is willing to adapt to different situations. He/She is a reliable self-starter with the ability to handle a wide range of administrative, executive and human resources support related tasks.

The HR Administrator is responsible for the coordination and preparation of materials for all Board and Board Committee meetings, including meeting minutes, compiling and formatting data for reports and presentations, composing and responding to correspondence and responding to scheduling and other inquiries on behalf of the
CEO.

**Major Responsibilities**

**HR Administration**
- Assist in the onboarding and orientation of new employees, including reference checks
- Conduct criminal record checks and maintain records for updating every three years
- Prepare New Employee files
- Maintain a record of completed staff training and provide regular update reports to the Department Managers, including but not limited to compliance training
- Assist with staff events such as monthly celebrations (birthdays, announcements, service recognition), training events and social events
- Maintaining current HR files, both physical and within the HRIS, including creation of employee profiles when needed
- Maintaining records related to grievances, performance reviews, and disciplinary actions
- Performing file audits to ensure that all required employee documentation is collected and maintained
- Other HR duties as assigned

**Organization/Board Administration**
- Establish and co-ordinate administrative policies and procedures
- Act as the point of contact among directors, employees and external partners
- Manage information flow in a timely and accurate manner
- Act as an office manager by keeping up with office supply inventory, etc.
- Take minutes during meetings and prepare for distribution within a timely fashion
- Screen and direct phone calls and distribute correspondence
- Organize and maintain the office filing systems
- Complete registrations for staff professional development and training courses
- Make travel and accommodation arrangements as required
- Assist other departments with special projects
- Provide administrative support to all departments as required

**Board of Directors**
- Prepare and distribute agendas and supporting material for monthly board and committee meetings
- Attend monthly Board meeting and serve as the recording secretary, taking minutes of the meeting that accurately reflect any actions the Board of Directors takes
- Ensure meeting minutes are prepared, in a timely fashion (i.e., within three days of the meeting) for the CEO for review prior to distribution

**Health and Safety**
- Active member of the Health and Safety Committee
- Initiate and organize OHS training of employees and executives
- Assist in scheduling and recording of Health & Safety Committee meetings in the absence of the HR Assistant
- Attend regular Health & Safety Committee meetings
- Assist in ensuring Health & Safety bulletin boards are maintained and updated regularly according to legislation

**Events**
- Coordinate organizational events and meetings (liaise with suppliers, logistics, bookings, catering, etc.)
- Proactively handle any arising issues and troubleshoot any emerging problems on the event day
- Conduct pre and post event evaluations and report on outcomes
- Conduct tours and presentations for small groups visiting The Ottawa Mission
- Assist with special functions and dinners

**Other Requirements**

**Education**
-

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