Human Resources Administrative Assistant

The Workplace Safety and Insurance Appeals Tribunal (WSIAT) is seeking a highly motivated and accomplished Human Resources Administrative Assistant to provide a range of administration support and coordination services to the Director, Associate Director and management team of the Human Resources Department related to the management and administration of HR policies and procedures, special projects and issues management in a high profile, sensitive and confidential work environment. The salary range for this position will be $55,357 - $75,283 per annum.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace. We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions. Visit the  OPS Anti-Racism Policy and the  OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service. We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's  Human Rights Code . Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

In this exciting role, you will: • Manage tracking systems and monitors status of HR activities/issues, and special projects, alerting the Director, Associate Director and HR management of emerging issues/trends that could impact the operations and services of the department.
• Support issues management by initiating and coordinating requests for information, tracking, and expediting the preparation of responses, backgrounders, briefing notes, and correspondence.
• Oversee and coordinate content and preparation for meetings with internal/external stakeholders on a range of HR issues/priorities.
• Manage department calendars by identifying and resolving scheduling conflicts, utilizing judgment and discretion to assess competing scheduling priorities in a fast-paced, dynamic work environment
• Participate in meetings to engage in planning, scheduling, and assessing priority items for action in HR; monitors, tracks, and reports on workflow; maintains and manages forward deadlines.
• Maintain ongoing knowledge of the activities of HR, as well as emerging issues within the Tribunal that may impact the services and operations the department.
• Provide administrative/communications support on HR matters, often of a highly confidential nature, often under tight timeframes. Composes correspondence, e-mails, reports, and other documents in response to internal and external inquiries, from general oral/written instruction, or on own initiative, using knowledge of the work in HR.
• Based on broad general instructions, research, develop, and compose/prepare a wide variety of information materials such as correspondence, presentations, statistics, reports, briefing notes, proposals, or other documentation.
• Review and edit a variety of documents for internal consumption, suggests changes in content, ensures accuracy in spelling as well as the correct use of terminology, format, and grammar. • Expertly determine appropriate presentation style of written materials, software format, best layout, graphics, etc., in order to meet the purpose of the information and the needs of the intended audience; coordinates distribution to various internal and external recipients.
• Coordinate the development, implementation and maintenance of policies, procedures, processes, and systems for the internal administration of HR and make recommendations on the improvement and optimization of administration, issues management and project activity best practices, methods and procedures to ensure the effective and efficient provision of HR and special project coordination services.
• Coordinate retention schedules with the ability to recognize documents of historical or ongoing significance.
• Develop and maintain effective working relationships with all WSIAT managers and employees, and as applicable, external stakeholders.
• Administer the procurement of office supplies for the department and the processing of invoices and contracts for approval and coordinating payment through the Finance.
• Maintain files in accordance with established record retention protocols and administering the necessary organization of such files.
• Such other duties as may be assigned.

How do I qualify?

Knowledge, Skills and Abilities:

Knowledge and Experience
• Demonstrated knowledge of the Human Resources department mandate, priorities, and operations, as well as administrative processes, best practices, policies, and procedures.
• Strong organizational and time management skills to manage calendars when booking a high volume of appointments and meetings; plan and organize the arrangements for and confirm meetings; develop agendas, prepare, and distribute background and supporting materials; participate in meetings to engage in planning, scheduling, and assessing priority items for action; monitor track and report on workflow.
• Demonstrated knowledge of computer applications such as MS Word, Excel, Visio, E-mail, and internet search engines, etc. to prepare a broad range of correspondence, presentations, statistics, reports, briefing notes, proposals, or other documentation. Communication and Interpersonal Skills
• Strong written communication and editing skills to compose/prepare correspondence, emails, reports, briefing notes, and other documentation.
• Strong interpersonal, verbal communication and customer service skills to develop and maintain effective working relationships with all WSIAT managers and employees, as well as staff/contacts with the Ministry of Labour, Immigration, Training, and Skills Development and other partner agencies and stakeholders. Organizational and Analytical Skills
• Ability to analyze and problem solve issues while performing a variety of different human resources administrative responsibilities with conflicting deadlines, particularly to determine the importance and urgency of issues and respond effectively to fluctuating workload demands in a fast-paced environment.
• Research and problem-solving skills to research and gather background information, based on broad general instructions; to develop, compose, and prepare a wide variety of information materials; oversee and coordinate meeting content and preparation; identify and resolve scheduling conflicts and assess and resolve competing scheduling priorities.
• Coordinate/manage the department calendars/meetings and identifies and resolves scheduling conflicts, assessing competing priorities in a fast-paced dynamic environment; keeps apprised of priorities and initiatives in the Department and Tribunal to act/respond accordingly.
• Determine appropriate presentation style of communications materials to meet the specific/unique information needs of internal/external audiences.
• Conduct appropriate research and writes/generates a wide variety of information materials/documentation as required.

Additional Information:

Background Check:
As a precondition of employment, the WSIAT requires that the final candidate for this position, prior to commencing employment, is required to undergo both a criminal record and social media search. Other types of background checks may also be requested such as education verification and professional credential validation.

Application Instructions:

For INTERNAL candidates, please follow these directions:
1. Please log onto your ADP account and select Myself> Talent> Career Centre.
2. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, please show how you demonstrated the requirements for this job. If you require accommodation for a disability during any stage of the recruitment process, please notify us, confidentially, at . Recruitment staff will contact you within 48 hours. For EXTERNAL candidates, please follow these directions:
1. Please submit your resume and cover letter through our online WSIAT Careers Centre
2. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, please show how you demonstrated the requirements for this job.
3. If you require accommodation for a disability during any stage of the recruitment process, please notify us, confidentially, at . Recruitment staff will contact you within 48 hours. Remember: The deadline to apply is June 24, 2024 11:59 pm EDT. Late applications will not be accepted. We thank you for your interest. Only those selected for further screening or an interview will be contacted. The Workplace Safety and Insurance Appeals Tribunal is an inclusive employer.
Accommodation is available under the Ontario Human Rights Code. All Ontario Public Service external job advertisements are posted in English and French. To confirm the language requirements of a job, check the "language of position" information at the top of each job ad. For all positions, candidates will be assessed in English, the business language of the Ontario Public Service. For English/French designated bilingual positions, candidates will also be assessed through French-language proficiency testing.