HR Administrative Assistant

Date Posted August 2, 2019
  • Department Human Resources
  • Location Toronto, ON
  • Job ID 53706

People are the key to our success. We are committed to hiring the very best people and promoting a culture that develops existing talent and promotes from within. Here is an opportunity to further grow and develop your career with the Company at Bluenotes Head Office.

Position Description

The Human Resources Administrative Assistant is a key point of contact for the HR and Field Operations Team, and will assist with a wide variety of HR functions. The HR Administrator will provide effective and timely support to our key objectives of, Training, Health and Safety, Policies and Procedures; as well as key administrative functions such as record keeping, data maintenance, communications and social events. This position requires someone with top notch skills in organization and prioritizing tasks. A people person who is detail and solution oriented looking to launch their HR career will excel in this environment.

Duties and Responsibilities

Duties and responsibilities include, but are not limited to the following:

Training Coaching & Development
•Assist with updating store level Performance Assessments templates and tracking of scores
•Assist the Training Coaching and Development Manager with updates to training materials including New Hire Packages, Passports to Success, Management Training Programs, and Resource Libraries etc.
•Provide first line support to the Store Operations Teams in resolving associate questions or concerns such as general payroll, benefits inquiries or store materials needed

Hiring & Succession Planning
•Assist with store level recruitment initiatives including background checks, employment verifications, conducting references, job postings
•Complete store level employment contracts (new hires, promotions, transfers, status change, etc.) Ensures all external and internal management candidates receive an employment contract prior to their first day
•Update and maintain the Monthly Ops reports for Candidate Logs and Succession Planning
•Assist with management of the Employee Referral Program
•Updates and maintains the Weekly Vacancy Report

Policies & Procedures
•Adheres to and assists with the implementation of all Human Resources Policies and Procedures
•Assist with updating of HR policies and resources as needed
•Ensures accurate and secure record keeping of all HR files (written and electronic)

Health & Safety
•Committed to reducing workplace accidents and promoting our Corporate commitment to H&S by adhering to Provincial OH&S Acts
•First point of contact to investigate and follow-up with employee accidents, and update master tracking report. Provides summary to HR Director and Team to ensure all incidents are addressed and followed up on accordingly
•Conducts informal workplace inspections daily and formal inspections monthly, providing feedback to HR Director and Team. Actions employee requests for office equipment as needed.
•First point of contact for employee H&S materials, questions or concerns, making every reasonable effort to resolve and escalates to HR Director and Team as needed
•Assist with coordination and maintenance of Health and Safety Program including updating memos, materials, first aid kits and Health and Safety Awareness Boards (assist with yearly distribution of updated H&S package and board postings for all provinces)
•Update and maintain quarterly H&S audit tracking report and provides feedback to Operations and HR Team
•Active member of the Health and Safety Committee, showing interest and involvement in the organization’s H&S performance.

•Assists with all HR related administrative tasks and responsibilities including printing discount cards, departmental filing, and general updates to HR materials
•Assist in the development and issuing of HR Simplified memos and emails weekly or as required
•Complete job abandonment and confirmation of employment letters, as required
•Prepare HR materials as requested for bi-weekly mailbag distribution
•Compile monthly Active Reports and distribute to the Operations team including actions for follow up as required; update and maintain Store Head Count List
•Compile quarterly Active Report and distribute to the Regional Managers highlighting any discrepancies to the approved Head Count List
•Maintain the HRIS system for store level (district alignment, job codes, volumes, head count etc.)
•Initiate and monitor all Maternity/Parental Leaves including distribution of provincial Maternity package
•Oversee New Store Opening materials and shipment to stores
•An active member of the Company Social Committee providing support to special Company events such as barbeques, luncheons, monthly birthday celebrations, etc.
•Sort and distribute mail as needed
•Assist with the creation and maintenance of HR Team calendar that outlines distribution and follow up of required materials and submissions for the field and head office teams (birthday’s, milestones, Ops submission deadlines etc.)
•Assist with updating and maintaining the milestone and recognition programs
•Other projects and responsibilities as assigned

Key Skills and Attributes
•Entrepreneurial spirit with a strong initiative and can-do attitude
•Passion for people with the desire and ability to interact pleasantly and professionally with all levels of the organization
•Highly flexible and adaptable; able to respond effectively and with a sense of urgency
•Excellent time management and prioritization skills
•Results-driven with a strong attention to detail and organization
•Excellent written and verbal communication skills
•Ability to maintain confidentiality and utilize good judgment
•Highly resourceful with the ability to work independently and collaboratively with others

•Post-secondary education in Human Resources or a business related field
•1-2 years’ experience in HR administration or related field
•Excellent computer skills with and advanced knowledge of Microsoft Office
•Understanding of Provincial Employment Standards and Legislation
•Experience with HRIS an asset
•Background in Retail is an asset
•Bilingual French an asset

We thank all applicants for their interest however, only those selected for an interview will be contacted. Bluenotes is an equal opportunity employer. If chosen to participate in the selection process, accommodations are available upon request. We will consult with the applicant to provide or arrange suitable accommodation in a manner that takes into account the applicant’s accessibility needs.

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