About this role
JOB TITLE: Human Resources Assistant JOB SUMMARY: The Human Resources Assistant will play a pivotal role in managing the new hire lifecycle, including onboarding, position changes, and terminations, while maintaining compliance with clearance protocols such as HUB and SRAT. The role will require a high level of communication and flexibility while multitasking in a very detailed high pace environment. The Human Resources Assistant will bring strong organizational skills, a collaborative mindset, and the ability to streamline HR processes to support the organization's strategic goals. REPORTS TO: Director of Human Resources and or Designate KEY DUTIES & RESPONSIBILITIES: 1. Recruitment and Onboarding: Assist in interviews, pre-screening, reference checks and other recruitment process when required. Support with creating offer letters for candidates in collaboration with managers and HR Directors as requested. Oversee the end-to-end onboarding process for new hires, including preparation and orientation schedules and shift confirmations. Ensure accurate collection and verification of all required documentation, such as identification, certifications, and other employment forms. Collaborate with hiring managers to align onboarding timelines and expectations with the organization’s values. • 2. HUB Clearance: Coordinate and monitor the HUB clearance process, ensuring all required information is submitted and verified promptly. Liaise with relevant program managers to resolve any discrepancies or delays in the clearance process to ensure compliance. Conduct necessary follow-ups to attain all HUB forms. Conduct and record reference checks. Maintain accurate records of HUB clearance statuses. • 3. SRAT’s Clearance: Manage the SRAT’s clearance process to ensure all new hires meet organizational and regulatory compliance standards. Conduct necessary follow-ups and track progress to expedite the clearance process to ensure compliance. Communicate with stakeholders to address questions or concerns regarding SRAT’s clearance. Maintain accurate records of SRAT’s clearance statuses and escalate if needed. • 4.OFL Administration Management:         a. Manage all aspects of OFL (Organizational Framework for Learning) administration,               including communication and attendance tracking. Review and monitor OFL training certifications onto the organization's Share Vision platform ensure compliance. • 5. Employment Life Cycle Management: Administer all position changes, terminations and distribution of employment letters. Oversee all shift confirmation administration, including new hire shift confirmation, shift change requests, employee name changes, address changes, SIN updates, exit requests and ROE requests. Process administration on approved leave and return to work requests. Maintain accurate and complete personnel records, ensuring compliance with organizational policies and legal requirements. • 6. Employee Retentions and Engagement: Coordinate employee recognition and incentive programs to promote engagement and morale. Assist in planning and executing staff appreciative events and recreational activities Promote an inclusive and supportive workplace culture aligned with the organization’s goal. Create initiatives to enhance employee satisfaction, well-being and retention. Assist in engagement surveys, analyzing results to identify trends and areas for improvement. • 7. Employee Records and Compliance: Maintain accurate, up-to-date and organized filing system for employee records, clearance documents, and onboarding paperwork to ensure compliance. Monthly audit all trackers to ensure compliance with company policies and leg