This is a Part-time Position – Three days per week, 8 hours per day

All interested applicants are asked to submit their resumé, quoting “HR Assistant” in the subject line, to: hr@ottawamission.com

Deadline to Apply: 23-Feb-2021

We thank all applicants for their interest in The Ottawa Mission; however only those selected for interview will be contacted.

Job Title: Human Resources Admin Assistant

Reports to: Director of Human Resources

Department: Human Resources

Job Level: Administrative Support

CORE PURPOSE AND MISSION STATEMENT

The Core Purpose of the Ottawa Mission is to reflect Jesus’ love in serving the homeless, the hungry, and the lost. Our Mission is to provide food, shelter, clothing and skills, and offer healing, faith and hope for building a wholesome life.

VISION

Our Vision: All the hurt, hungry and lost in Ottawa find HOPE, HEALING, HOME

MAJOR RESPONSIBILITIES

Administrative:

  • Assist in coordinating the recruiting function for hourly positions, including job posting, screening of resumes, reference checking, contacting applicants, setting up interview appointments etc.
  • Assist in the onboarding and orientation of new employees
  • Conduct criminal record checks and maintain records for updating every three years
  • Preparing New Employee files
  • Assist with research into policy, and/or best practices
  • Maintaining and updating the Senior Manager’s vacation records.
  • Assist with staff events such as monthly celebrations (birthdays, announcements, service recognition), training events and social events
  • Maintaining current HR files and databases
  • Maintaining records related to grievances, performance reviews, and disciplinary actions
  • Performing file audits to ensure that all required employee documentation is collected and maintained
  • General Administrative support for all departments in the organization
  • Other duties as assigned (i.e., Telephone reception, General Mailboxes, etc.)

Health & Safety:

  • Active member and secretary of the Joint Health & Safety Committee
  • Schedule, attend and record minutes of regular Health & Safety Committee meetings
  • Regularly review and be familiar with all applicable legislation and applicable standards, to ensure compliance
  • Participate and assist the Managers, Supervisors and JHSC in the investigation of incidents to determine root cause, and corrective actions where necessary
  • Conduct annual hazard and risk assessments and recommend preventative measures
  • Initiate and organize OHS training of employees and executives
  • Track and prepare reports on occurrences
  • Ensure Health & Safety bulletin boards are maintained and updated regularly according to legislation

Events:

  • Coordinate organizational events and meetings (liaise with suppliers, logistics, bookings, catering, etc.)
  • Proactively handle any arising issues and troubleshoot any emerging problems on the event day
  • Conduct pre and post event evaluations and report on outcomes
  • Conduct tours and presentations for small groups visiting The Ottawa Mission
  • Assist with special functions and dinners

OTHER REQUIREMENTS

Education:

  • College Diploma in Human Resources or the equivalent combination of education, training and experience

Experience:

  • 3-5 years of experience in a fast-paced office setting with progressively increasing responsibilities
  • Experience conducting risk assessments and accident investigations an asset
  • JHSC Certification an asset 

Qualifications:

  • High degree of proficiency with Microsoft Office applications (MS Word, Excel, PowerPoint, Outlook)
  • Excellent interpersonal skills and ability to interact easily with individuals at all levels of the organization
  • Excellent organizational and time management skills, with an ability to think proactively
  • High attention to detail is a must
  • Experience exercising discretion and confidentiality with sensitive information
  • Thorough understanding of standard office procedures and practices
  • Good working knowledge of Occupational Health & Safety practices
  • Ability to read, analyze, and interpret various internal and external documents and reports
  • Ability to write reports, business correspondence, in a clear and concise manner
  • Ability to manage information effectively and to respond to questions from directors, managers, volunteers and the general public
  • Ability to communicate clearly, concisely and persuasively
  • Ability handle competing deadlines concurrently
  • Courteous telephone manner, and professional image; strong customer service and results orientation
  • Good organizational, time management and prioritizing skills
  • Ability of work a flexible schedule when necessary to meet the needs of the department
  • Self-starter that takes initiative
  • Bilingualism considered an asset

Working Conditions:

  • Primarily office setting
  • Must work to, sometimes strident, deadlines, manage and respond to competing priorities
  • Must work with minimal supervision
  • High Cognitive ability required
  • Exposure to a sometimes challenging environment that has the potential for confrontation and/or exposure to violence

We thank all applicants for their interest in The Ottawa Mission, however, due to the volume of resumés we receive, only those selected for interview will be contacted.

ACCOMMODATION IS AVAILABLE, UPON REQUEST, FOR ALL APPLICANTS WITH DISABILITIES

THE OTTAWA MISSION IS AN EQUAL OPPORTUNITY EMPLOYER