HR Administrative Assistant HR Reception

Providence Healthcare•Vancouver, BC

1d•Onsite

About The Position

Reporting to the Director, Strategic Recruitment, HR Reception provides confidential administrative and reception support to the Human Resources department. This role is the first point of contact for visitors and employees, supporting a wide range of HR functions including reception services, correspondence management, recruitment testing administration, compensation and classification documentation, and labour relations support.The successful candidate is highly organized, service‑oriented, and comfortable handling sensitive information while managing competing priorities in a fast‑paced environment.

Requirements

Completion of an Office Administration Certificate and two (2) years of recent, related office experienceor an equivalent combination of education, training, and experience.
Demonstrated ability to handle sensitive and confidential information with discretion.
Strong working knowledge of office practices and administrative procedures.
Intermediate proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and internet‑based systems.
Ability to keyboard at 50 words per minute.
Excellent organizational skills with the ability to multitask and prioritize effectively.
Strong interpersonal, written, and verbal communication skills, including grammar and proofreading.
Ability to work independently with minimal supervision and collaboratively within a team environment.
Flexible, adaptable, and calm under pressure, with the ability to meet deadlines.
Proactive problem‑solver who can anticipate issues and take appropriate action.
Comfortable managing challenging situations with professionalism.

Responsibilities

Greet and direct visitors, respond to general HR enquiries, and ensure a welcoming and professional front‑of‑house experience.
Receive, screen, and triage telephone calls, redirecting callers or voicemail as appropriate.
Monitor and respond to incoming HR mail, email, and voicemail, including confidential correspondence.
Open, screen, sort, and distribute incoming mail; prepare and process outgoing mail, faxes, and courier shipments.
Type and format a variety of documents using word processing and spreadsheet software.
Maintain and update HR listings, distribution lists, and web‑based employee directories.
Arrange maintenance and repairs for departmental equipment such as printers, photocopiers, and fax machines.
Support HR Analysts with Labour Relations mass mail‑outs and job board password verification.
Prepare new hire packages and redirect employees to Employee Records and Benefits as required.
Provide administrative support to Compensation & Classification and Recruitment teams, including entering confidential documents into the CJDD system.
Administer and score standard employment‑related tests for Recruitment.
Order, receive, and manage office supplies within departmental budget; organize and maintain the central supply room.
Coordinate and track Blacktop taxi vouchers for the HR department.
Manage building pass issuance and returns for Hornby and 1125 Howe Street sites; maintain accurate tracking spreadsheets.
Act as the primary liaison with property management for facility‑related issues raised by staff.
Prioritize daily workload to meet deadlines while balancing reception and administrative duties.
Identify inefficiencies in office procedures and recommend improvements to the Lead, HR Support Services.
Perform other related duties as assigned.