HR & Compliance Administrator

2 weeks ago

Pickering, Ontario, Canada ChaimsPro Medical Aesthetics Full time

Job Posting: HR & Compliance Administrator

Location: 643 Kingston Road, Pickering (On-site / Hybrid)

Position Type: Part Time / Full Time

Industry: Medical Aesthetics

About the Role

We are a growing medical aesthetics clinic in Ontario seeking a detail-oriented and knowledgeable HR & Compliance Administrator to support our team and ensure compliance with provincial employment legislation and workplace standards.

This role is responsible for maintaining HR documentation, supporting management with employment matters, and ensuring compliance with Ontario employment, health, and safety regulations. Discretion, consistency, and strong documentation skills are essential.

Position Details:

  • Part-time (1–3 days per week) to Full Time
  • Flexible schedule
  • Opportunity to grow with the clinic

Key Responsibilities

HR Administration

  • Prepare and manage Ontario-compliant employment contracts and HR documentation
  • Maintain accurate and confidential employee files
  • Coordinate onboarding and offboarding processes
  • Track probationary periods, employment status changes, and leaves of absence

Employment Standards Act (ESA) Compliance

  • Ensure compliance with the Ontario Employment Standards Act (ESA)
  • Track hours of work, overtime, vacation pay, public holidays, and sick leave
  • Support management with resignations, terminations, and ESA-compliant documentation
  • Prepare and manage Records of Employment (ROEs) as required

Policies, Handbooks & Documentation

  • Draft, update, and maintain workplace policies in accordance with Ontario legislation
  • Maintain an up-to-date employee handbook
  • Ensure staff acknowledgements and policy sign-offs are completed
  • Support progressive discipline with proper documentation and consistency

Licensing, Training & Certification Tracking

(Critical in medical aesthetics)

  • Track professional licenses, certifications, and renewal dates
  • Maintain CPR/First Aid and mandatory training records
  • Ensure training and scope-of-practice documentation is current

Workplace Health, Safety & Risk

  • Support compliance with the Occupational Health and Safety Act (OHSA)
  • Maintain incident and injury reporting documentation
  • Assist with WSIB reporting and recordkeeping (where applicable)
  • Support internal complaints, investigations, and workplace conduct issues

Advisory & Reporting

  • Provide HR guidance to ownership and management
  • Flag potential compliance or risk concerns proactively
  • Prepare basic HR reports (attendance, turnover, documentation status)

Qualifications & Experience

  • Minimum 2 years experience in HR administration or compliance in Ontario
  • Strong working knowledge of the Ontario ESA, OHSA, and WSIB requirements
  • Experience in healthcare, medical, or regulated industries is an asset
  • Excellent documentation, organizational, and communication skills
  • High level of professionalism, confidentiality, and discretion
  • Ability to work independently and advise leadership appropriately

What We Offer

  • Flexible schedule
  • Supportive and professional work environment
  • Opportunity to build and refine HR systems in a growing clinic
  • Collaborative leadership team that values compliance and people
  • Store Discounts
  • Dental Benefits
  • Extended Health Care Benefits

How to Apply

Please submit your resume and a brief cover letter outlining your HR experience and availability.

Job Types: Full-time, Part-time, Permanent

Pay: From $27.00 per hour

Expected hours: 16 – 40 per week

Benefits:

  • Dental care
  • Extended health care
  • Flexible schedule
  • On-site parking
  • Paid time off
  • Store discount
  • Vision care
  • Work from home

Work Location: Hybrid remote in Pickering, ON

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