HR Assistant - Temporary Full Time (1 Year -Maternity Leave Coverage)

Job Title: HR Assistant

Job Overview

LMSCL is a pioneer non-for-profit organization in the lower mainland who provides planned and emergency residential and community integration services to children, youth and adults. We serve, permanent, respite, and day program individuals with mental and physical health needs. We are a big organization with several homes located all over the Greater Vancouver area. Our frontline staff are unionized and administrative employees are non-unionized. More details are available at https://lmscl.org.

We are seeking a highly organized and detail-oriented HR Assistant to support the smooth execution of administrative and operational tasks within the Human Resources department. This role focuses on maintaining HR systems, coordinating internal processes, and ensuring accurate documentation and communication across the organization. The position is ideal for someone who excels in structured, process-driven work and enjoys keeping things running efficiently behind the scenes.

Key Responsibilities:

HR Process Coordination:

• Schedule meetings and appointments for the HR Manager, and assist with day-to-day task coordination
• Communicating with management and receiving pre-investigation reports
• Inviting involved parties to investigations
• Moderating investigation meetings
• Taking notes, summarizing the meetings
• Preparing the initial draft of investigation outcome/discipline
• Setting up and inviting members of the Health and Safety committee in case of staff injury, moderating the meeting, and creating notes, etc.
• Liaising between scheduling team, HR, services Management, etc. regarding Gradual return to Work Plan, any WorkSafe BC demands, and investigation outcomes
• Moderating all WorkSafe BC related inquiries and responses.
• Moderating staff and CM performance evaluations and sending them reminders and follow-ups
• Documenting the signed performance forms in Payworks
• Preparing and submitting all LMIA/LMIA exempt cases to IRCC and communicating and collaborating with staff consultants and lawyers.
• Support employee onboarding by receiving and organizing necessary documentation, checklists, and system updates as necessary
• Post job openings, track applications, and coordinate interviews and hiring steps, as necessary
• Assist in laying off employees as necessary
• Assist with employee offboarding, terminations, and exit documentation as necessary
• Maintain updated HR templates, forms, and standard operating procedures
• Organize and maintain employee files, including credentials, background checks, and leave records if requested
• Track and file vacation, sick leave, special leave, and maternity leave requests if requested
• Update internal systems and platforms (e.g., Bitrix24, Google Workspace Spreadsheets, and Payworks) with HR-related data and documents as necessary
• Prepare letters and documents such as certificates of employment, job offers, and job descriptions as necessary
• Act as a communication link between the HR department and employees regarding operational updates and announcements
• Record meeting notes, messages, and reminders to support HR workflow
• Collect, organize, and analyze basic HR data such as turnover rates and hiring statistics; record-keeping if requested
• Follow up on expiring permits, licenses, and certificates such as work and study permits as necessary
• Organizes training records if requested
• Scan personnel records and places them on employees' personnel records on Payworks if requested
• Screen resumes as necessary
• Assist in orienting new staff as necessary
• Take phone calls and direct them to the proper channel in the office
• Support the updating and formatting of internal templates, forms, and reports
• Assist with troubleshooting scheduling or documentation issues in coordination with the HR Manager if requested
• Perform other administrative tasks as assigned to support HR operations
  
  

Qualifications

Education and Experience:

• Diploma or higher education in business administration, HR, or a related field is an asset
• Minimum 1 year of administrative or coordination experience, ideally in a confidential or client-service environment
• Experience in social services, nonprofit, or HR administration is an asset
  
  

Skills and Competencies:

• Strong organizational skills and attention to detail
• Excellent written and verbal communication
• High level of discretion and professionalism with confidential information
• Proficient in Microsoft Office, Google Workspace (Docs, Sheets), and Adobe Pro
• Comfortable navigating internal platforms and databases
• Ability to multitask and follow structured processes independently and as part of a team
  
  

Pay Rate:

Rate is $27.81 per hour

Probation:

Probation is 3 months (any leave will increase the probation time).

Probationary period can be extended up to another 3 months if the length is considered being insufficient to confirm staff's suitability for the position

Benefits:

Competitive health benefits. Will be provided after successfully passing the probationary period (3 months). Includes:

• Extended Health
• Dental Care
• Vision Care
• Long-Term Disability
• Life Insurance
• RRSP (1.5% of salary-no matching is required)
• Work Schedule
  
  

40 hours per week (Full-time), Mon-Fri

Employment Details:

• This is a one-year contractual position covering maternity leave
• Potential for extension based on performance and organizational requirements
  
  

Other Information:

• This position is non-union
• We don't accept international students for this position
• Candidates should be available to start mid-November
  
  

Job Type: Temporary Full-time

Experience:

Administrative and clerical: 2 years (preferred)

HR assistant in Canada: 1 year (required)

Language:

English fluency (both verbal and written) (required)

Work Location: In person