HR Administrative Assistant and Reception

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As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Summary

Reporting to the Director Strategic Recruitment , Equity, Diversity and Inclusion the HR Administrative Assistant/Receptionist provides a variety of confidential reception and clerical support for Human Resources and the corporate office, such as greeting visitors, answering telephone calls, answering general enquiries and referring enquiries as appropriate; opening, screening and distributing incoming mail and processing outgoing mail; typing a variety of information utilizing various word processing and spreadsheet software packages; faxing, photocopying, and ordering supplies. Provides some human resource support like Labour Relations mass mail outs, providing employees with job board password verification, preparing new hire packages and redirecting employees to Employee Records and Benefits. Assists Recruitment with the administration and scoring of standard employment related tests. Enters confidential Compensation and Classification documents into the CJDD system.

Skills

Demonstrated ability in handling sensitive and confidential information.
Working knowledge of office practices and procedures.
Intermediate skills using a variety of software programs (MS Office: Word, PowerPoint, Excel, Outlook; Internet).
Ability to multitask, organize and prioritize workload.
Ability to work in a team environment and with minimal supervision.
Ability to adapt, be flexible to changing priorities and demands under pressure and to meet deadlines.
Ability to demonstrate effective interpersonal skills.
Ability to communicate effectively both verbally and in writing including grammar, spelling and proofreading skills.
Ability to anticipate potential problems / conflicts and take appropriate action.
Ability to keyboard at 50 WPM.
Ability to deal effectively in challenging situations.
Ability to take initiative to develop and improve systems, procedures and processes.

Education

Completion of an Office Administration Certificate plus two years’ of recent, related office experience or receptionist experience.

Duties

Reviews and flags for appropriate action of day-to-day incoming material and confidential correspondence including mail, e-mail and voicemail. Processes and prioritizes information, screens, triages and acts upon requests and inquiries, including confidential and sensitive information.

Opens, screens, sorts and distributes incoming mail and redirects to an appropriate individual for response as required. Processes outgoing mail, arranges courier pick-ups, and sends and receives faxes.

Performs telephone reception duties such as receiving and screening telephone calls, redirecting callers to voicemail or to an appropriate person. Updates HR listings on web-based employee directory. Updates and creates distribution lists for a variety of directories.

Performs guest reception duties such as greeting and directing visitors, answering general enquiries and referring enquiries as appropriate.

Maintains equipment and stationery supplies according to department needs and budget by identifying depleting items, completing appropriate requisitions to order replacement items and verifying receipt of items by comparing order received to purchase order. Organizes and maintains the central supply room. Utilizes the E-Pro, Royal Printers, Vancity Couriers, and Grand and Toy websites to order supplies.

Prioritizes own daily reception duties and workload including mail, e-mail, and voicemails to ensure deadlines are met. Identifies inefficiencies in office procedures and makes recommendations to the Lead, HR Support Services.

Provides assistance to the HR Analyst team with the preparation of Labour Relations mass mail outs, providing employees with job board password verification, supporting employees through HR Connect issues, preparing new hire packages and redirecting employees to Employee Records and Benefits.

Performs general Human Resource functions for the Compensation and Classification and Recruitment teams such as inputting documents into the CJDD system and administering and scoring standard employment related tests.

Coordinates, monitors usage and supplies of Blacktop taxi vouchers for the HR Department.

Manages and coordinates building passes for all Hornby site employees. Acts as primary liaison between all PHC floors and the property management company to advise them of facility-related concerns brought forward by staff, such as maintenance issues.

Coordinates issuances/returns of 1125 Howe Street building passes. Tracks all cards on spreadsheet.

Arranges maintenance and repairs on department equipment such as fax, photocopier, and printer and takes appropriate action with reference to warranty information.

Performs other related duties as assigned.