ABOUT US

Providence Village is a not-for-profit charitable organization building a vibrant community hub on a beautiful historic property in Kingston, Ontario. Providence Village supports the retirement living and care of the Sisters in residence while bringing together service providers to meet the health and wellness needs of people living in Kingston, Frontenac, Lennox, and Addington.

WHAT YOU BRING

Post-secondary education in Human Resources, Business Administration or a relevant field (minimum 3-year diploma or degree)
Working towards CHRP designation is considered an asset
Minimum of 2-3 years of relevant experience in Human Resources and/or business administration in a corporate, non-profit or professional setting.
Demonstrated data fluency, with the ability to collect, interpret, and manage information; strong numeracy and technology skills, including experience using and identifying tools to improve accuracy and efficiency in administrative processes.
Proven ability to provide client-focused support by actively listening, seeking clarification or direction as needed, and developing practical solutions to meet organizational and partner needs.
Experience managing multiple and competing priorities in a dynamic work environment, with a demonstrated ability to take initiative and follow through on tasks independently.
Working knowledge of Ontario employment legislation, including the Employment Standards Act, Occupational Health and Safety Act, Human Rights Code, and Workplace Safety and Insurance Act (WSIB).
Familiarity with labour relations principles, including interpreting collective agreements, supporting union-management interactions, understanding seniority and scheduling considerations, administering leaves, and supporting investigative processes.
Knowledge of or understanding of lease agreements or tenant services support principles considered favourably.
A values-driven leadership approach that reflects compassion, integrity, inclusion, stewardship, and collaboration.
Demonstrated ability to use data and technology confidently to guide planning, support decision-making, and drive continuous improvement.
A values-driven leadership approach that reflects compassion, integrity, inclusion, stewardship, and collaboration.

THE ROLE

Providence Village is seeking an experienced Human Resources & Business Support Assistant to support day-to-day operations of the Human Resources department and provides administrative support to the Management team. The role combines human resources generalist functions, administrative support, and subtenant relations. Reporting to the Human Resources Manager, this role is responsible for maintaining accurate employee records, supporting recruitment and onboarding processes, and assisting with payroll, benefits, and health and safety tasks.
The Assistant coordinates new partner (subtenant) onboarding, maintains up-to-date partner records, and contributes to the smooth operation of the reception area and front office services.
This hands-on role is well-suited to someone who is organized, dependable, and works well in a team environment. The Assistant plays a key role in ensuring staff and partners have the information and support they need, while contributing to the overall goals and values of the Village

KEY RESPONSIBILITIES

· Coordinates and provides support for assigned cyclical HR programs (e.g. Employee Recognition, various learning events, etc.), including program improvements, event management, and preparation of communications.
· Support full-cycle recruitment: post jobs, coordinate interviews, participate in and document interviews, prepare offer letters, and assist with onboarding logistics.
· Lead the coordination of employee education events related to benefits, HR policies and procedures or other topics.
· Coordinate orientation documentation and meetings, including scheduling, ID cards, access credentials, training and orientation tracking.
· Respond to employee inquiries regarding HR policies, payroll, and benefits with professionalism and discretion.
· Assist with WSIB documentation, injury/incident reporting, and return-to-work coordination under the direction of the Human Resources Manager.
· Member of the Joint Health and Safety Committee, supporting committee initiatives and communications.
· Coordinate partner/tenant onboarding process, including scheduling site visits, completion of applicable paperwork, access to shared communications, and ensuring new partners understand the policies, procedures and terms of any shared services or available spaces.
· Provides administrative support to the Human Resource Manager and the Management team, including but not limited to meeting logistics, coordination and minuting, process documentation and record keeping, drafting internal communications related to human resources and partner services initiatives.