Job Responsibility:

For over a century, The Ottawa Mission has proudly served as a community cornerstone in providing relief to those in need. Over that time, we've evolved from a faith-based shelter into a comprehensive service hub ready to meet the ever-growing needs of our vulnerable population. Through the philanthropy and support of our community, we're able to offer:

- Frontline shelter services
- In-shelter and community outreach meals
- Housing Services
- Mental health, Addiction, and Trauma Treatment programs
- Employment and Educational support
- Health Services (Primary Care Clinic / Hospice care / Dental, etc.)
- Spiritual guidance
- Job training

Human Resources (HR) Administrator

Reports to: Director of Human Resources

Job Level: Non-Management

Salary: $52,600 - 63,000 per year

This role is ideal for an ambitious, energetic candidate looking to engage in a fast-paced and dynamic team environment.

Position Purpose

Reporting to the HR Generalist the HR/Admin Assistant will provide administrative support to the Human Resources Department, and the organization as a whole. The HR/Admin Assistant will assist in ensuring the efficient day-to-day operation of the HR Department, providing administrative support across the organization, and will effectively manage a busy schedule of internal and external administrative responsibilities. They are flexible, able to meet changing needs and competing priorities, and are willing to adapt to different situations. The HR/Admin Assistant is a reliable self-starter with the ability to manage a wide range of human resources and administrative related tasks.

Major Responsibilities

HR Admin

- Arrange advertising for job vacancies and assist in screening job applicants
- Schedule interviews
- Conduct reference checks for all current hires
- Conduct criminal record checks and maintain records for updating every three years
- Maintain employee files and HRIS databases
- Performing file audits to ensure that all required employee documentation is collected and maintained
- Monitor HR Email box and distribute accordingly
- Assist with staff events such as monthly celebrations (birthdays, announcements,



service recognition), training events, and social events
- Other HR Admin duties as assigned

Organizational Administration

- General Administrative support for all departments in the organization
- Update and distribute as appropriate, on a regular basis, Ottawa Mission lists (i.e., Phone, Birthday, Staff Directory etc.)
- Preparation of certificate printing and presentation for various departments, including job training program and addiction services graduations
- Order office supplies and organize and maintain inventory
- Process order requests for all departments
- Coordinate ordering and/or maintenance of office equipment
- Answer and direct incoming calls
- Respond to general request/inquiries from the public
- Support with external events, including tours, for various departments
- Other duties as assigned

Events

- Assist in coordinating organizational events and meetings (liaise with suppliers, logistics, bookings, catering, etc.)
- Assist with special functions and dinners
- Assist in managing 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

Other Requirements

Education

- High School Diploma
- College Diploma in Human Resources, Business Administration or a related field considered an asset

Experience

- 1-3 years of experience in a fast-paced office setting with progressively increasing responsibilities

Qualifications

- Intermediate degree of proficiency with office applications (MS Word, Excel, PowerPoint, Outlook)
- Excellent interpersonal skills and ability to interact easily with individuals at all levels of the organization
- Good organizational,



time management and prioritizing skills
- Ability to work a flexible schedule when necessary to meet the needs of the department
- Self-starter that takes initiative
- Bilingualism considered an asset
- 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
- 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 to manage competing deadlines concurrently
- Courteous telephone manner, and professional image; strong customer service and results orientation

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

COVID-19 vaccination is a condition of employment.

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 PROSPECT EMPLOYER

Job Type: Full-time

Pay: $51,008.00-$65,582.00 per year

Benefits:

- Dental care
- Employee assistance program
- Life insurance
- Paid time off
- Tuition reimbursement

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Ottawa, ON K1N 7G4: reliably commute or plan to relocate before starting work (required)

Experience:

- Human resources: 1 year (required)

Work Location: In person

📌 Human Resources Admin Assistant (Ottawa)
🏢 The Ottawa Mission
📍 Ottawa