administrative assistant

*POSITION SUMMARY*

The HR Administrative Assistant is a support role responsible for providing accurate, timely, and organized administrative assistance to Human Resources and Timmins/Field Operations. The position focuses primarily on routine, process-driven and non-sensitive HR administration, including attendance and vacation records, onboarding coordination, training and induction records, recruiting support, personnel documentation, and general office administration.

Working within established company procedures and under the direction of the Office Manager and designated HR/management personnel, the HR Administrative Assistant helps ensure employee records, onboarding requirements, compliance documentation, and routine HR workflows are complete, current, properly filed, and communicated to the appropriate individuals.

This role is administrative in nature. Confidential, sensitive, investigative, medical, compensation, disciplinary, termination, or employee-relations decisions remain the responsibility of authorized HR and management personnel. The successful candidate must nevertheless exercise discretion and maintain confidentiality when handling employee information.

*KEY RESPONSIBILITIES*

*Attendance & Vacation Administration*

• Maintain attendance and vacation records and related documentation in accordance with company procedures.

*Employee Inductions, Training & Compliance Records*

• Coordinate and track required NORCAT inductions and employee clearances.
• Assist with maintaining the employee training matrix and follow up on routine outstanding training documentation as directed.
• Coordinate routine requirements, including environmental, general and surface requirements, applicable MTCU signoffs, WHMIS, and 4 Steps documentation.
• Coordinate required appointments and documentation for employees returning to site after extended absences, including required driver checks and testing, and communicate clearance status once confirmation is received from the authorized site/medical contact.
• Upload approved training records, licences and authorized qualification/medical-status documentation to Intelex in accordance with established access and privacy requirements.
• Print and file incident documentation as directed and refer any potential follow-up or non-compliance requirements to authorized HR/management personnel.

*Recruiting & Hiring Administration*

• Monitor approved recruiting channels, including the Timmins email account, Indeed, Social Media, and other designated sources.
• Prepare and publish approved job postings to designated recruiting and social media channels.
• Review incoming applications for administrative completeness and route resumes to the appropriate hiring manager; print Quality resumes for Timmins/Field Operations daily as directed.
• Coordinate interview scheduling and provide administrative support throughout the recruitment process.
• Prepare and coordinate new-hire sign-on, enrollment, and onboarding documentation.
• Coordinate required pre-employment documentation and screening requirements.
• Prepare PPE for new hires and coordinate onboarding packages or documentation being sent to Sudbury or other company locations.

*Employee Records & PCN Support*

• Provide administrative support for Personnel Change Notices (PCNs) and maintain related employee records.
• Maintain manpower lists and communicate approved employee updates to appropriate personnel.
• Assist with routine payroll and employee-record administration as directed.

*Non-Compliance Support*

• Provide administrative support for employee non-compliance documentation, tracking, distribution, and filing as directed by management/HR.

*General Administrative Support*

• Provide reception and telephone coverage and monitor designated shared inboxes.
• Scan, distribute, and file routine administrative documentation, including Visa/expense documentation as directed.
• Provide administrative support to the Social Club and o