POSITION
Title: Human Resources Administrator – (Temporary Full-Time)
Location(s): Guelph, Ontario
Department: Administrative
Reports to: Human Resources Generalist
JOB SUMMARY
Under the guidance of the Human Resources Generalist, the Human Resources Administrator will be responsible for the documentation and administration support of the HR functions of the organization.
The HR Administration role provides essential documentation, clerical, and administrative support to the Human Resources department. Responsibilities include maintaining employee records, preparing HR-related letters, correspondences, and reports, assisting with recruitment and onboarding processes, assisting with payroll, administration of benefits, coordinating meetings, and ensuring compliance with internal policies and legislations. The ideal candidate is organized, detail-oriented, and capable of handling sensitive information with confidentiality and professionalism in a fast-paced environment.
Duties and responsibilities
1. Recruitment & Onboarding Administration
- Posting job, tracking applications, and updating recruitment records.
- Prepare employment contracts for internal and external hires, and amendments for approval and distribution.
- Collect, verify, and organize all new hire and existing employees’ documentation for Compliance, HRIS, and payroll entry purposes.
- Coordinate daily recruitment logistics and managing candidate/manager communications.
2. Orientation & Training Compliance
- Organize orientation sessions and prepare materials for new hire onboarding.
- Track mandatory employee training, certifications, and credential expirations.
- Ensure up-to-date documentation of policy reviews and training compliance in the HRIS.
- Maintain orientation schedules and checklists.
3. Payroll, Benefits, & Leave Administration
- Liaise with benefits providers for benefits sign up, routine claims administration, and inquiries.
- Maintain leave of absence records, track return-to-work plans, and manage benefit premium documentation.
- Coordinate with Finance/Payroll on employee deductions and benefit enrollments or changes.
- Administer payroll-related records including hiring/classification changes.
- Track compensation adjustments and input changes into the HRIS for payroll processing.
- Ensure timely and accurate data entry for hires, terminations, promotions, and other employment changes.
4. Documentation & Records Maintenance
- Update and store HR documents such as policies, job descriptions, disciplinary records, evaluation forms etc.
- Maintain up-to-date HR templates and forms.
- Ensure secure and organized filing of all confidential employee records and personnel files.
- Document minutes for HR meetings and track follow-ups.
5. Administrative Support & Compliance
- Support the administration of agency-wide HR policies, programs, and initiatives.
- Provide clerical assistance in job evaluations and health & safety program documentation.
- Monitor and support compliance with ESA, AODA, and Human Rights Code.
- Participate in knowledge-sharing related to best practices and legislative updates.
6. Health & Safety Documentation
- Receive and review compliance records related to occupational health and safety training and audits and develop reports for JHSC.
- Coordinate communication of safety updates, procedures, policies and schedule training.
QUALIFICATIONS, WORKING HOURS & EXPERIENCE
- Post-secondary education in Human Resources or relevant discipline or equivalent experience.
- Minimum 3-5 years' Human Resources active experience, ideally in a unionized environment and a developmental service, health care or community services organization.
- Work flexible hours within a variety of settings as required by the changing needs of the organization.
SKILLS, ABILITIES AND COMPETENCIES
- Highly attentive to detail
- Organizational and Administrative skills
- Time Management
- Communication skills (written and verbal)
- Discretion and Confidentiality
- Proficiency with HRIS and Office software (ideally UKG or ADP)
- Advance experience with Microsoft Office applications, especially Excel and Word
- Passion for Customer Service
- Previous experience working in a unionized social service-based environment considered a strong asset.
ACCOUNTABILITY
- Maintain compliance, report to supervisor, and maintain up-to-date, accurate, and confidential employee records, including contracts, certifications, leave forms, and performance documentation.
- Responsible for efficiently coordinating recruitment and onboarding logistics, posting jobs, scheduling interviews, preparing employment offers, and collecting necessary documentation.
- Ensure timely and accurate data entry into HRIS systems for new hires, terminations, compensation changes, and leaves of absence.
- Required to act with a high degree of integrity, upholding high standards of confidentiality and diplomacy.
This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents may be required to follow any other instructions and to perform any other related duties that may be required by the agency.
INTERESTED IN TAKING ON THIS EXCITING CHALLENGE?
Hopewell strives to be an inclusive and safe space for all, and to accurately reflect the diversity of the various stakeholders that we serve. We strongly encourage applications from people who are members of marginalized and/or underserved/underrepresented communities, especially individuals who identify with: First Nations, Metis, or Inuit, or people of colour; diverse gender and sexual identities (including LGBTQ2+); people living with dis/ability.
Successful applicants will be required to submit to a Police Records Check at the vulnerable sector level as part of the offer process and will be required to abide by our mandatory COVID-19 vaccination policy.
This position will be filled on a first come basis and job offers maybe made before the closing of the posting, we encourage you to apply early.
Only those selected for an interview will be contacted. Hopewell is an equal opportunity employer and encourages applications from all groups. Hopewell offers accommodations for applicants with disabilities. If you are contacted by us regarding this position, please advise if you require accommodations.
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