Administrative Assistant

The Salvation Army Harbour Light -

Full job description


The Admin Assistant offers environment friendly, correct, confidential help to Harbour Mild’s administrative staff. Their tasks are allotted roughly 15% to the finance staff, 35% to the Director of Administration and Govt Director, and 50% to the HR Advisor. The Admin Assistant studies to the HR Advisor, however can also take route from the Finance Assistant, Senior Accountant, Director of Administration and Govt Director.

Within the HR element of the place, the Admin Assistant could also be concerned in advantages administration, doc preparation, worker lifecycle change letters, submitting, communication to workers and/or managers, job postings, facilitating new rent orientations, and different purposeful duties.

Within the finance and administrative parts, the Admin Assistant offers confidential administrative help to the Director of Administration and Govt Director, and to the finance staff. This contains documentation, information entry, stock, inside committees, monetary reconciliations, help for inside and exterior occasions, and different duties as wanted.

The traditional work week is Monday to Friday, 8:30 a.m. to 4:30 p.m. This contains 7.5 paid hours and 0.5 hours unpaid lunch break every day.

This place may fit a hybrid work association (minimal 3 days per week in-office) upon settlement with the Director of Administration, in accordance with TSA flex work insurance policies.

Written and Verbal Communication

Takes correct, concise minutes at administration conferences, and ensures well timed distribution

Maintains and distributes an up-to-date inside contact checklist.

Responds to normal HR-related inquiries and coordinates stream of inquiries acquired by generic HR electronic mail tackle

Prepares paperwork for worker life cycle (letters of provide, standing adjustments, resignations/terminations, and so on.) in session with HR Advisor

Assists HR Advisor and/or managers in recruitment processes, together with job postings, software screenings, reference checks, and Prison File Assessment Program processes.

Works intently with the HR Advisor and DHQ HR staff to refer issues to acceptable contacts to make sure high-quality, environment friendly service for workers and managers

Contributes to correct, well timed administration of worker profit applications on the route of the HR Advisor; acts as a contact for workers for advantages administration (group insurance coverage, group RRSP, and so on.) queries

Prepares PowerPoint shows (e.g., City Corridor slides, and so on.) and assists with facilitation

Helps the Govt staff and managers with Accreditation preparation

Could present occasion help for the Group division

Facilitates orientations of latest workers together with arranging required on-line trainings, sign-off of insurance policies, evaluate of worker handbook, creation of workers ID, and different parts of onboarding course of.

Collaborates with the HR Advisor and departmental managers to schedule and doc required on-the-job orientations, necessary trainings, {and professional} improvement.


Coordinates annual stock course of, together with administrative help to the Director of Setting Providers, IT Help, and different events to make sure well timed and correct completion.

Coordinates doc distribution and sign-off processes, together with annual coverage handbook updates and opinions

Consolidates and enters month-to-month program and administrative statistics into SAMIS

Creates and maintains personnel recordsdata and UltiPro information; ensures each are stored up-to-date by processing new rent info, adjustments in standing and/or wage and terminations

Ensures completion of paperwork required by The Salvation Military’s annual efficiency analysis and training (PEAC)

Could help with reporting, information assortment, and different duties required for WorkSafeBC or different third events.

Receives, kinds, logs, and distributes incoming mail; might coordinate outbound mailings and courier choose ups

Coordinates workplace provides stock for Admin and Group departments; collaborates with finance staff to make sure provide documentation is full

Participates in finance reconciliations (e.g., petty money, deposit preparations, and so on.) as wanted

Helps the Senior Accountant with banking actions

This position might carry out different duties and different accountabilities as required.


  • NOTE: For some jobs, you might be required to offer validated academic documentation.

Highschool commencement or highschool equivalency – e.g., B.C. Certificates of Commencement (Dogwood) or B.C. Grownup Commencement Diploma (Grownup Dogwood)

A minimal of two (2) years administrative expertise, ideally in a non-profit setting

At the least one (1) yr of administrative expertise in a unionized setting can be a substantial asset

At the least one (1) yr of HR-specific administrative expertise, significantly with UltiPro or one other HRIS, can be a substantial asset

Required Expertise/Information:
Sturdy sense of integrity and confidentiality with skilled ethics and a balanced sense of equity and adaptability.

Intermediate to superior pc abilities, significantly Outlook, Phrase, and Excel

Sturdy consideration to element and accuracy with high-volume information entry

Distinctive interpersonal and communication abilities

Confirmed organizational, time administration, and prioritization abilities

Expertise with UltiPro or different HRIS is a big asset

Further language abilities are an asset

Profitable candidates, previous to hiring, could also be required to offer:

Background verify consent.

A transparent weak sector screening.

A clear drivers summary.

Completion of our on-line Armatus Abuse Coaching and required Well being and Security coaching.

The Salvation Military will accommodate candidates as required underneath relevant human rights laws. In the event you require a disability-related lodging throughout this course of, please inform us of your necessities.

We thank all candidates, nevertheless, solely these candidates to be interviewed will likely be contacted.

Inside Candidates, please advise your managing supervisor of your intentions previous to submitting your software.

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