Human Resources Administrator

Human Resources Administrator

Job Title: Human Resources Administrator

Status: 0.50 FTE

Location: EFry Health Services Society, Surrey

Posting #: 23-017

Schedule: Monday – Friday

The Opportunity

EFry Health Centre is seeking an organized, detail-oriented and collaborative Human Resources & Administrative Coordinator to join our team in a 0.50 FTE permanent part-time position.

Reporting to the Executive Director, the Human Resources Administrator is responsible for coordinating the day-to-day human resources administration of the Health Centre while also providing administrative support to the Executive Director and Operations Manager.

This position supports the employee lifecycle from recruitment and onboarding through ongoing employment and offboarding. Key responsibilities include recruitment and onboarding, payroll and benefits administration, employment and contractor agreements, leave and vacation administration, training and credential tracking, staffing coverage, Ministry and funder reporting, and maintaining confidential employee records.

The successful candidate will be highly organized, comfortable managing multiple priorities and deadlines, and able to work independently while contributing to a collaborative, team-based healthcare environment.

Key Responsibilities

Human Resources & Recruitment

• Coordinate the day-to-day human resources administration of the Health Centre.
• Support recruitment processes, including posting positions, coordinating interviews, communicating with candidates and preparing recruitment documentation.
• Coordinate reference checks, criminal record checks and other pre-employment requirements.
• Coordinate all administrative aspects of new employee onboarding, including employment documentation, orientation requirements, Electronic Medical Record (EMR) training and other required training.
• Maintain confidential employee and HR records, ensuring documentation is complete, accurate and current.
• Prepare, distribute and track employment and contractor agreements, renewals, amendments and related documentation.
• Maintain and monitor employee vacation and leave entitlements, ensuring records are accurate and up to date.
• Support the Operations Manager with employee leave requests, including reviewing available entitlements, identifying potential scheduling or coverage impacts, and assisting with the approval or decline process.
• Assist with coordinating urgent staffing coverage resulting from illness, unexpected absences and other short-term staffing needs.
• Coordinate employee offboarding, including required documentation, payroll and benefits changes, return of organizational property and other administrative requirements.
• Prepare HR-related correspondence, documentation, forms and employee communications as required.

Payroll & Benefits

• Prepare and process bi-weekly payroll using Payworks, ensuring employee hours, vacation, leaves, compensation changes and other payroll information are accurate and processed within required timelines.
• Review payroll information for accuracy and follow up on discrepancies or missing information prior to processing.
• Maintain accurate and confidential payroll records, including changes to employment status, compensation, leaves and deductions.
• Prepare and submit required payroll reports and supporting documentation to Finance for reconciliation and financial reporting.
• Administer employee benefits, including new enrolments, changes and terminations, and maintain accurate benefits records.
• Respond to employee questions regarding payroll, benefits, vacation and leave entitlements, escalating more complex matters to management as appropriate.
• Ensure payroll and benefits records and documentation are maintained accurately, confidentially and in accordance with organizational requirements.

Training, Credentials & Compliance

• Maintain and monitor employee training records, professional credentials, licences, certifications and mandatory training requirements.
• Track renewal and expiry dates and follow up with employees regarding upcoming or outstanding requirements.
• Coordinate and track required organizational training and assist with scheduling training as needed.
• Maintain records of professional licensing, insurance and other credentialing requirements, where applicable.
• Maintain organized records to support organizational, regulatory and funder requirements.

Ministry Reporting & Administrative Support

• Support Ministry and funder reporting, including gathering and compiling information, maintaining tracking systems and preparing required reports and supporting documentation.
• Maintain spreadsheets, databases and other administrative tracking systems.
• Assist with the development, updating and maintenance of HR policies, procedures, forms, templates and organizational documentation.
• Prepare correspondence, reports, documents and other materials as required.
• Provide administrative support to the Executive Director, Operations Manager and management team.
• Assist with organizational projects, meetings and other administrative activities as required.
• Maintain strict confidentiality and exercise discretion when handling employee, payroll, organizational and other sensitive information.
• Perform other administrative duties as assigned.

Qualifications

• Post-secondary education in human resources, business administration, office administration or a related field, or an equivalent combination of education and relevant experience.
• Previous experience in a Human Resource and/or administrative coordination role, preferably involving human resources, recruitment, payroll, benefits and employee administration.
• Experience preparing and processing payroll is required.
• Experience using Payworks for payroll, employee records, vacation and leave administration, or experience with a similar payroll/HR system, is an asset.
• Experience administering employee benefits is an asset.
• Knowledge of general HR administrative practices, employment documentation and confidentiality requirements.
• Strong organizational and time-management skills with excellent attention to detail and follow-through.
• Demonstrated ability to maintain accurate records and manage multiple deadlines, renewals and administrative requirements.
• Strong computer skills, including Microsoft Word, Excel and Outlook.
• Strong written and verbal communication skills.
• Ability to work independently, exercise sound judgment and manage competing priorities within a part-time schedule.
• Demonstrated professionalism, discretion and ability to appropriately handle confidential and sensitive information.
• Experience working in a healthcare, community-based or non-profit environment is an asset.

About EFry Health Centre

Opened in September 2023, the EFry Health Centre is a community health centre providing integrated, team-based primary care and health services to women and their dependent children who experience barriers to accessing healthcare.

Our interdisciplinary team works collaboratively to provide patient-centred, trauma-informed and culturally safe care. We are committed to creating an inclusive, respectful and supportive workplace for our employees and the communities we serve.

Interested candidates, please submit a cover letter and resume to with the subject line 23-017. The position will remain open until filled.

We thank all applicants for their interest in this opportunity; however, only those selected for an interview will be contacted.

Pay: $32.00-$38.00 per hour

Benefits:

• Extended health care

Work Location: In person