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Full Time Human Resources Administrative Assistant, #18-1221

Job Posting #18-1221

Full Time Human Resources Administrative Assistant


Human Resources




Our People Portfolio


Non Union


M to F- 7.5 hour days


As per pay scale

POSTED:  Oct 11 2018                                  PLEASE APPLY ON OR BEFORE:  Oct 18 2018

Job Summary:
The Administrative Assistant is responsible for providing administrative and organizational support to the Director, Human Resources & Privacy, Director Occupational Health Safety and Wellness and the Director Organizational Development & Community Resources.

The Administrative Assistant will provide complex and confidential administrative support in a dynamic environment, and function with a high degree of attention to detail, quality, accuracy and prioritization of work in a team setting. 

The Administrative Assistant will also be accountable to provide process support to the Employee and Labour Relations function related to key Grievance, Bargaining, and Project related work.

Job Duties:

  • Ensures efficient day-to-day support to the group of Directors by providing high quality administrative support while ensuring up-to-date office support systems are in place and workflow, schedules and correspondence are managed effectively.
  • Provides a variety of confidential and time sensitive advanced administrative duties, often within competing time frames.
  • Assesses and anticipate the needs of the 3 Directors and be comfortable with making independent decisions based on knowledge of current situations
  • Takes a proactive approach and works collaboratively with other Administrative Assistants and key stakeholders when preparing agendas, managing materials and following up on outstanding action items.
  • Support the Step 2 Grievance Process- including creation and distribution of schedules/agendas, working with HRBP to prepare materials, distribution of materials as necessary
  • Support the Bargaining process by providing administrative support – including taking accurate and timely meeting minutes
  • Set up meetings and schedule appointments to assist in the investigation process
  • Provide additional HR Data Support to team and provide coverage to support HR Associates.


  • Successful completion of a Business Administrative Diploma or related discipline from a recognized Community College required, Human Resources Certificate preferred
  • 3-5 years of secretarial experience at a senior level or equivalent combination of education and experience
  • Minimum one year working experience in Human Resources; health care experience an asset
  • Demonstrated ability to take initiative; Knowledge and understanding of Human Resources metrics and strong analytical and research skills preferred


  • Advanced computer skills, including Microsoft Word, Excel and PowerPoint.
  • Strong problem solving skills and sound judgment.
  • Self-directed, detail oriented, dependable and resourceful.
  • Accountable for maintaining the Grievance/Arbitration Tracker and assisting the Human Resources Business Partner Team
  • Must be able to multi task, prioritze and manage own workflow to ensure quality and efficency
  • Proficient minute taker with an ability to prepare high quality concise minutes
  • Excellent written and verbal communciation skills
  • Excellent organziation and time management skills with an ability to effectively manage a complexity of tasks simimultaneously
  • Ability to deal effectively with multiple priorities and possess tact and diplomacy in dealing with inquiries and requests for information.
  • Demonstrates initiative, high degree of accuracy and ability to handle a complexity of tasks simultaneously. 
  • Ability to identify administrative problems and make recommendations to solve them.
  • Polished, professional interpersonal skills with an ability to work effectively in a team environment and with a variety of internal and external stakeholders. 
  • Professional and customer service oriented with an ability to work with individuals across all levels of the organization.
  • Ability to perform the essential duties of the job.
  • Proven attendance record as per the Attendance Support Policy #HA30 and Procedure #HA35
  • Demonstrates understanding and complies with patient and staff safety policies and procedures that foster a safe and inclusive environment for all.
  • Ability to perform the essential duties of the job.
  • Effectively uses empathy in interactions with others.
  • Models behaviours consistent with Southlake’s Core Commitments
  • Commitment to providing an exceptional experience for staff and clients within a challenging and exciting health care environment.

Health & Safety Workplace Responsibilities:

It is the responsibility of all Southlake Regional Health Centre (SRHC) employees to work in a safe manner and promote health and safety in the workplace. Employees must adhere to the duties of workers, as stipulated in Section 28 of the OH&S Act, as well as all SRHC OH&S policies and procedures. Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide. Must review and be capable of performing duties the Job Demands Analysis for the position as a condition of offer. Proven ability to attend work regularly as per the Attendance Support Policy.

Accommodation & Diversity in the Workplace

At SRHC, we are committed to fostering an inclusive and accessible work environment.  We are dedicated to building a work place that reflects the diversity of our community in which we live and serve, including those with disabilities, visible minorities, aboriginal persons, members of sexual minority groups and others who may contribute to diversity within our organization.  SRHC is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA), and will work proactively through all stages of recruitment to create a barrier free process and to provide accommodation as required.

If interested in applying, please submit a resume and coverletter to quoting the position title, and vacancy# in the subject line.

Southlake Regional Health Centre
596 Davis Drive, Newmarket, Ontario   L3Y 2P9
Tel: 905-895-4521   |   TTY: 905-952-3062
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