Administrative Asst

**Job Description**:
As the Administrative Assistant, you will provide support to Human Resources leadership and team members with day-to-day administrative support. In addition to performing traditional Administrative Assistant duties such as word processing, filing, minute taking, arranging meetings, copying and the Administrative Assistant manages the Human Resources reception area and functions as a primary communication link between the rest of the hospital, the public and departmental staff. Due to the nature of our work environment, this is an onsite role.

**Education and Experience**:

- A college diploma in Office Administration or equivalent required
- Progressive experience in administrative roles
- Experience working in Human Resources or equivalent
- Experience working in a healthcare environment an asset

**Competencies**:

- Demonstrated strong interpersonal skills with the ability to develop and maintain relationships with employees from all levels of the organization
- Demonstrated superior customer service skills, including tact, diplomacy, sensitivity, patience and common sense
- Demonstrated ability to maintain absolute confidentiality required
- Demonstrated ability to work effectively independently and as part of a team
- Detail oriented with superior multi-tasking ability, organizational, prioritization and time management and problem-solving skills
- Proven flexibility and ability to adapt positively to change
- High level of professionalism, initiative, creativity and self-direction
- Excellent verbal and written communication skills and effective presentation abilities

**Responsibilities**:
Customer Service:

- Greet all internal and external customers utilizing strong customer service skills
- Act as the first point of contact for the human resources department and first floor Rotary Place
- Act as the first point of contact for general Human Resource/timekeeping enquiries/support
- Direct inquiries to the appropriate resource including the HR Support Centre line and internal Human Resources team members

Responsibilities to the Director, Human Resources and People Experience and Leaders:

- Coordinating and monitoring leaders' internal/external meetings on a priority basis, handling scheduling conflicts, meeting room logistics and travel arrangements
- Review and proof documentation submitted for Director’s signature
- Apprising the leaders of any updates and/or potential problems as they occur

Coordination of office activities and administrative support:

- Assist in the coordination of workload for HR leaders and staff, providing assistance as required
- Support coordination of human resource related compliance requirements for the organization and in support of activities of the human resources team
- Generate and coordinate the activities of the Human Resources volunteers, including orientation and performance feedback/rounding
- Generate specific letters and memos as requested
- Review all incoming invoices, expense forms, purchase orders, funding requests, contracts and agreements, supplies ordering and noting issues for Director review and approval
- Assist with compilation and preparation of reports, agendas and minutes
- Act as a facilitator for placing information on the self-service employee “HR HUB”, the RVH Website and the Intranet for the Human Resources department
- Monitor the booking of the meeting rooms
- Maintain the annual Human Resources activity calendar
- Supports the orientation of new Human Resources staff and Volunteers
- Demonstrated commitment to maintaining strict confidentiality
- Abides by the Code of Ethics of the Canadian Council of Human Resources Associations