Administrative Assistant, Human Resources

Job Type: 
Permanent Full-Time
Competition #: 
Number of Openings: 
Closing Date: 
Jun 19, 2018
35 hr/wk
Union Status: 
Nanaimo North

Human Resources at HR [at] virl [dot] bc [dot] ca (

Job Description: 

Are you a dynamic Administrative Professional? Are you looking for a challenging and rewarding opportunity where progressive thinking, accountability and resource planning are valued?

If you are ready to work for an organization that fosters collaboration and partnership with its employees and communities, Vancouver Island Regional Library (VIRL) has a new and exciting opportunity for you!

We are looking for an enthusiastic individual to join our Team as our Administrative Assistant, HR

Under the direction and support of the Divisional Manager, Human Resources, the Administrative Assistant, HR is responsible for handling a variety of human resource, safety and personnel related administrative duties. The work requires a high level of accuracy, organizational ability, multi-tasking, self-direction, tact, confidentiality and working within tight deadlines. All duties and responsibilities are directly aligned with the Mission, Vision and Values and Strategic Plan of the Vancouver Island Regional Library.

The Administrative Assistant, Human Resources requires excellent organizational skills and the ability to handle sensitive and confidential information. This position is largely responsible for all the administrative duties required to support the Divisional Manager, Human Resources, the Divisional Manager, Health & Safety and the Human Resources Team. This position is also primarily responsible for the administration of the organization’s health and welfare benefits.

Primary duties may include but are not limited to the following: :

    Records maintenance, including updating/maintaining databases, document retention and forms development;
    Document and data management within the department(s) as well as pertaining to HR and Health and Safety on the Intranet (Inside);
    Photocopying, filing, note taking, dictation and other administrative support as required;
    Facilitate hotel bookings, catering and other meeting arrangements;
    Developing appropriate professional relationships with all levels of VIRL;
    Ensures new employee benefit orientation documentation is completed in accordance with carrier and organizational requirements;
    Maintains all benefit documentation and completes all on-line employee benefits administration (new enrolments, additions, deletions, terminations etc.);
    Communicates with Group Carrier representatives for the purpose of confirmations, changes, compliance, eligibility and other related correspondence when required;
    Compiles all necessary benefit reports for the Finance Department to ensure annual compliance;
    Ensures benefit entitlements and changes are implemented and communicated in a timely manner (rates, status and coverage);
    Assists in the development and/or implementation of initiatives and efficiencies designed to improve all HR processes and administrative functions;
    Maintains a high moral standard and level of confidentiality
    Other duties and projects as assigned.
Job Requirements: 

You have the following Skills & Abilities:

    Proven work experience as an HR administrative assistant or HR administrator;
    Hands on experience with HR software or databases;
    Demonstrated ability to establish and maintain effective staff and public relations;
    Ability to work independently and accurately to meet shifting priorities and deadlines;
    Excellent knowledge of spreadsheets and Microsoft office suite, in particular advanced Excel formulas and functions;
    Superb time management and organizational skills to establish priorities, allocate time and resources effectively;
    Highly motivated with a desire to be successful;
    Ability to exercise independent judgement and basic reasoning skills;
    Excellent communication skills, both written and oral;

Education & Experience that make you stand out:

    Completion of a post-secondary education in Human Resources or Business Administration.
    Minimum of three (3) years (full time) relevant administrative experience preferably in a human resource environment.

You should also know:

You are required to have a valid BC Driver’s License. You will also be required to satisfactorily complete a Criminal Record Check (Working with Children & Vulnerable Adults).

Please reference the Competition No.: EX2018-69 in the subject line of your email when submitting your cover letter and resume to hr [at] virl [dot] bc [dot] ca

VIRL thanks all applicants for their interest in working with us however only those selected for an interview will be contacted directly.

Visit us at for other exciting opportunities.

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(877) 415.VIRL