Temporary Full Time Human Resources Coordinator

CARE AND BE CARED FOR – THIS IS YOUR HOME

Are you highly organized, detail-oriented and able to work accurately in a busy environment with frequent interruptions? Are you seeking a rewarding career that cares for others, in an organization that cares for you? You’re looking in the right place

As a Human Resources Coordinator, you will be responsible for providing administrative and clerical support of substantial scope and complexity to the Directors, Human Resources Organizational Development as well as the HROD Department.

What will you do?

• Identify and discusses non-routine items to determine action required, and relays instructions to appropriate area
• Receive, opens, and distributes mail and other documents; monitors the confidential HROD fax line
• Act as the primary customer services representative for the HROD department; responding to phone, e-mail and in-person inquiries in a professional and courteous manner
• Maintain Docushare files for the HROD department
• Other duties as assigned
• Prepare and maintains a variety of documents, correspondence, reports, presentations, and related materials as requested
• Make travel and accommodation arrangements, and prepares relevant claims forms for reimbursement
• Collect and compiles data and other information for inclusion into special and periodic reports
• Identify contentious issues which arise, ensuring Directors are informed
• Promote patient safety in alignment with the Vision, Mission, Values and Strategic Directions of HCCSS
• Prepare agendas and packages for meetings as needed
• Manage calendars by scheduling meetings, making adjustments as necessary based on changing needs and priorities
• Prepare and maintains a variety of documents, correspondence, reports, presentations and related materials
• Work within the basic principles of patient safety by doing the right thing for the right patient, using the right method at the right time
• Receive, reviews and prioritizes incoming email, mail and faxes, screens time-sensitive or confidential correspondence, takes action as appropriate; sorts and distributes to department
• Manage office logistics for meetings, including invitations, minute taking, venue set-up, teleconference support, and follow up on action items
• Monitor and tracks receipt of performance reviews and plans; ensures timely reminders are communicated to management regarding due dates of reviews for their direct reports
• Liaises with other departmental Administrative Assistants as necessary to resolve administrative problems and ensure the smooth operation of the department
• Establish and maintains appropriate departmental files, both manual and computerized; maintains reference materials for the department
• Adhere to the HCCSS patient safety policies and procedures
• Review and proofs documents and forms for accuracy and completeness
• Provide a wide variety of administrative duties as required by the Directors, HROD

What must you have?

Education

• CHRL designation considered an asset
• Post-Secondary Certificate or Diploma in Office Administration or equivalent experience

Experience

• 3 years’ experience in progressively responsible, related clerical/administrative positions

We have a mandatory COVID-19 vaccination policy. As a condition of employment, all employees are required to submit proof of COVID-19 vaccination status prior to start date.

What would give you the edge?

Administrative

• Self-motivated and initiates follow-up, as required
• Attention to detail and ability to ensure accuracy in creating and amending spreadsheets, contracts and other sensitive documents
• Good writing and grammatical skills, including minute taking
• Previous administrative experience in an office environment (e.g., knowledge of the formal and informal protocols and methods of supporting senior-level positions)
• Excellent understanding of general office administrative processes and procedures
• Excellent verbal and interpersonal skills
• Good understanding of privacy, confidentiality and discretion
• Ability to prepare routine material from general instructions and take minutes of meetings
• Strong prioritization, organizational and time management skills to handle multiple tasks and competing priorities; flexibility
• Strong customer service orientation

Technological

• Ability to perform research using the internet
• Experience coordinating and moderating meetings through use of Microsoft Teams
• Advanced knowledge of Microsoft Office Suite including Outlook, Word, Excel and PowerPoint, and advanced keyboarding skills; knowledge of Quadrant and Sharepoint considered an asset; ability to learn additional software programs, as needed

General

• Demonstrated analytical abilities and judgment
• Good mathematical skills for working with numbers in preparation of travel expense claims, processing of invoices and cheque requisitions, and preparation of spreadsheets
• Excellent problem solving and decision making skills
• Ability to work independently, as well as in a team setting

Currently the role is primarily remote; however, travel to the Hamilton branch is required up to two days per week for mail responsibilities and other on-site duties.