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Human Resources Assistant


This is a Full-time position in Ottawa, ON posted September 5, 2018.

Provides clerical, analytical, and systems support in all areas requiring involvement in Human Resources.

Types job postings and upon approval of HR Advisors or HR Manager, ensures the distribution of postings.

Monitors competitions to ensure adherence to time limits as outlined in the Collective Agreement.

Schedules interview dates and times with eligible candidates and informs ineligible candidates that they were not selected for an interview.

Completes reference checks as required.

Informs both successful and unsuccessful candidates of the outcome of competitions.

Conducts verbal offers of employment to successful candidates and prepares letters of offer for the Manager, Human Resource’s signature.

Compiles and/or types documents such as letters and memoranda where some judgement is needed in selecting the information to be included.

Sorts and distributes the daily mail to members of the Human Resources Team

Receives and relays telephone messages for the Human Resources team as required.

Receives phone calls from members of the public inquiring about job opportunities at the Society and provides information to potential candidates.

Liaises with media representatives regarding newspaper and/or internet advertisements for external competitions and assist in the development of targeted campaign advertisements.

Screens applications from external candidates using the online recruitment module.

Prepares appropriate letters of acknowledgement to all external applicants.

Completes file set-up and inclusion of appropriate material for all new employees. Distributes necessary materials to the new employee’s Supervisor.

Completes documentation of new employees which includes informing employees of the various benefit plans and the terms and conditions of each, ensuring that plan enrolment cards are properly completed, providing relevant policies and procedures to employees, and collecting all outstanding documentation (SIN card information, criminal record check, driver’s abstract, etc.) from the employee.

Assists with the recruitment and orientation for the paid summer students and placement students as required.

Processes employee Photo Identification cards for new employees or current employees as required.

Completes for signature, correspondence and Change of Data Forms regarding letters of offer, salary, cost centre, position and employment status changes.

Maintains a tracking system of all relevant contract employee data and “bring forward” system. Ensures timely notification of all contract extensions one month prior to end date.

Receives from present and former employees, personal data affecting Human Resource records and process changes. Maintains all employee files in an accurate, timely and confidential manner.

Meets with “walk-in” applicants requesting information concerning availability of positions and agency educational and experience requirements.

Handles all inquiries or direct to proper source, employees wishing detailed information on matters relating to their employment. The provision of certain information needs to be done with tact and sensitivity.

Maintains procedures and policy manual as it relates to the hiring process. Responsible for remaining current in regards to legislation that relates to their human resources functions.

Liaises with personnel agencies for temporary staff and ensures processing of all financial agreements related to these assignments.

Works co-operatively with other members of the Human Resources Department, participating in the work of the department and sharing tasks as required. Provides coverage for the Human Resources Assistant, Training and Development when she/he is away from the office.

College degree or equivalent.

Two years of experience within a Human Resources Department or a related field.

 Experience with a variety of computer applications including MS Office, Lotus Notes and HRMS.

 Excellent interpersonal and communication skills are required.
 Must be fluently bilingual in French and in English

Skills Required

  • Education level: College
  • Work experience (years): 0-2 years


Salary: N/D

How to Apply