Full-Time Human Resources and Administrative Assistant

Contract June 1st, 2024 – August 31st 2024

For over 50 years, Nellie’s has been providing shelter and support for marginalized women and their children in the Greater Toronto Area. We are mandated to operate programs and services for women and children who had or are experiencing violence, poverty, and homelessness. Nellie’s works to lessen homelessness for women and their children whether the cause is family violence, mental health, or any other reason that results in dealing with the impact of trauma. In addition to providing shelter, our programs are designed to reduce the isolation that often comes with abuse.

Our core operations involve our 38-bed emergency shelter for women and their children who are homeless or escaping violent situations. In addition to our shelter, Nellie’s operates Community Support and Outreach programs that provide aftercare support and follow-up services to women and their children after they leave the shelter, as well as transitional housing support for women living in the community who are homeless or at-risk of becoming homeless.

Nellie’s is seeking a motivated and detail-oriented individual to join our HR team as a Human Resources and Administrative Assistant. In this position, you will play a crucial role in supporting our organization in various HR and administrative tasks.

This position is open to all women*. Woman* signifies anyone who self-identifies as female, femme and/or woman. This includes transwomen, cisgender women, and non-binary people who identify as femme or female-presenting. Applications from equity-seeking groups are strongly encouraged.

JOB DESCRIPTION

Recruitment and Onboarding

• Assist with the recruitment process, including posting job openings on various platforms, scheduling interviews, and maintaining applicant tracking systems.
• Participate in interview processes, actively engage in candidate assessments, and contribute to the design of job descriptions.
• Contacting references of potential candidates.
• Coordinate onboarding activities for new hires.
• Distributing announcements to the organization regarding new hires and departures.

Administrative Support

• Support in preparing and organizing HR-related documentation, including employee contracts and policies.
• Help maintain HR records and ensure data accuracy and confidentiality.
• Provide administrative support for HR projects and initiatives.
• Perform general office tasks such as filing and scanning.
• Answer and direct phone calls.
• Organize and schedule appointments.
• Plan meetings and take detailed minutes.
• Write and distribute emails, correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Maintain contact lists.
• Book travel arrangements.
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Act as the point of contact for internal and external clients.
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.

Compliance and Policy Support

• Stay informed about HR laws, regulations, and industry best practices to ensure compliance.
• Assist in the implementation and communication of HR policies and procedures.
• Conduct research as necessary to support HR initiatives and compliance efforts.
• Assist in the development of organizational policies and procedures.

Team Building

• Actively participate in team-building activities and initiatives within the HR department.
• Collaborate effectively with colleagues to ensure the seamless flow of information and projects.
• Work independently and as part of a larger team to support the overall needs of the HR department.

Qualifications

• Commitment to AR/AO
• Post-secondary education in progress.
• Fluency in English is essential (oral and written), second language is an asset.
• Understanding the importance of working from a harm reduction perspective
• Administrative and organizational skills, as well as familiarity with MS Office
• Ability to work independently and in a multidisciplinary team.
• Strong interpersonal communication skills.
• Familiarity with local community organizations.
• Ability to work flexible hours; position may occasionally involve evenings,
• Valid CPR/First Aid Certification

Assets

• Experience working in the non-profit sector.
• Experience working in a unionized environment.

Hours: 35 hours per week. Monday to Friday, but may vary as needed (this may include evenings and weekends)

Job Type: Contract

Salary: $18.00 per hour

Date of Posting: April 26th, 2024

Deadline of Applications: May 26th, 2024

Nellie’s is committed to the development of an agency that reflects the women it serves. Applications from Aboriginal Women, World Majority Women/Women of Colour, Lesbians, Bisexual Women, Transgendered Women and Women with Disabilities, Women who have experienced Violence and Consumer Survivors are strongly encouraged.

We regret that our shelter location is not physically accessible.

Please email your application and expected salary to Only those candidates selected for the interview will be contacted. The successful candidate will be required to obtain a Police Records Check for the vulnerable sector.

This is a non-unionized position.