Job Description

Baycrest

has an opportunity for a

HUMAN RESOURCES ASSISTANT

(6 MONTH CONTRACT)

Position Type:

Full-Time Contract
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Shift Type:

Day (on-site)

Bi-Weekly Hours:

75 Hours
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Hours of Work:

7.5 hrs/shift

Posting Number:

9095
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Union:

Non-Union

Date Posted:

July 11, 2025
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Internal Closing Date:

July 18, 2025

Job Summary:

Reporting to the Manager of Talent Acquisition and HR Shared Services Centre, the HR Assistant serves as the first point of contact for employees and visitors to the HR department, ensuring a positive and professional experience. In addition to greeting and assisting individuals, the role supports daily HR operations, including recruitment, employee engagement, total rewards, labor relations, and organizational effectiveness. By coordinating tasks across teams and helping manage HR processes, the HR Assistant contributes to the smooth and efficient operation of the department, ensuring that HR services are delivered effectively and aligned with organizational needs.

The individual in this role is required to be on-site 5 days per week.

Responsibilities include but are not limited to:

Reception & Employee Inquiries + Provide reception services by greeting and assisting employees, managers, and prospective candidates in person, via phone, or email.
+ Serve as a primary point of contact for HR-related inquiries, such as confirmation of employment, payroll issues, benefits questions, and policy clarifications. Provide prompt and accurate responses using pre-defined policies, tools, etc.
+ Assist employees with benefits-related questions, enrollment, and changes to benefits as needed.
+ Direct more complex or sensitive questions to senior-level HR staff or management as needed.
+ Maintain a professional and approachable demeanor in all interactions with employees, managers, and candidates, representing the HR department with a high level of customer service.



Administrative Support & Document Preparation + Provide administrative support to the HR department, including preparing employee letters, using pre-approved templates, and assisting with documentation related to HR processes.
+ Assist with managing HR-related correspondence, ensuring timely delivery and response of important information to employees, managers, and external partners (examples: work permits, vulnerable sector checks, casual status, etc)



Electronic Data and Paper File Management + Maintain and organize departmental files, employee records and HR documentation ensuring that all documentation is up to date and accessible for HR staff ensuring compliance with all applicable regulations.
+ Perform regular audits of HR files to ensure that required documentation is properly collected, filed, and maintained.
+ Ensure the integrity and confidentiality of employee files, records, and sensitive HR information at all times, in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other confidentiality regulations.
+ Assist with the transition of paper files to electronic formats (where applicable) as part of ongoing efforts to improve document management systems.



Recruitment and Onboarding + Coordinate new hire onboarding, ensuring a smooth and welcoming experience for new employees by preparing orientation materials and organizing orientation schedules.
+ Track new hire documentation, ensuring that all forms are completed and filed in a timely manner.



Office Management and Operational Support + Assist in the preparation and processing of employee payroll, ensuring accuracy and compliance with company policies. Verify timesheets, track attendance, and respond to payroll inquiries.
+ Handle the timely processing of invoices. Communicate with external vendors and internal finance teams to resolve any discrepancies.
+ Manage the ordering, tracking, and inventory of office supplies and HR-related materials, to ensure the department has necessary items for daily operations.
+ Act as Fire Captain in accordance with safety and emergency preparedness policies
+ Provide general office management support, including coordinating maintenance of office equipment, managing mail, and ensuring a clean and organized work environment.
+ Perform additional tasks as assigned by the HR Manager or senior HR staff to support the overall goals and operations of the HR department.

Qualifications include but are not limited to:

Post-secondary diploma or equivalent experience in Human Resources or related field. Human Resources designation (e.g., CHRP, or working towards) is an asset but not required. Minimum 3 months of experience in an HR-related or administrative role, typically gained through a co-op, internship, or similar program, ideally in a healthcare or regulated industry. Experience with HR software (e.g., HRIS, Applicant Tracking Systems) is preferred. Strong skills in Microsoft Office. Knowledge of Ontario's Employment Standards Act (ESA) and The Personal Information Protection and Electronic Documents Act (PIPEDA). Working knowledge of unions and collective agreements is preferred. Comfortable using printers, fax machines, scanners, etc. Excellent organizational, multitasking, and time-management skills. Strong verbal and written communication skills with a customer orientation Ability to maintain confidentiality and handle sensitive information with discretion. Detail-oriented with a strong focus on accuracy and compliance. Ability to work independently and collaboratively in a fast-paced environment.

Additional Benefits:

Work with an amazing team of HR professionals Let us help you build your experience within HR Opportunity to enroll in the Healthcare of Ontario Pension Plan (HOOPP) Access to 24/7 Employee Assistance Program

INTERNAL APPLICANTS:

Current Baycrest employees must apply online through the Baycrest intranet. Applications submitted through the external careers website will only be considered after the internal application process. If you are a current employee and are unable to access the intranet, please contact Human Resources for assistance.

EXTERNAL APPLICANTS:

Please submit your application online by clicking the Apply button below.



Remarkable people of Baycrest Health Sciences

are changing the future of brain health and aging.




Thank you for your interest in joining Baycrest. Only those selected for an interview will be contacted.



Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act ('AODA'). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at recruitment@baycrest.org or 416-785-2500, ext. 2961.



All successful candidates will be required to complete a police reference check/vulnerable sector screen.