Administrative Assistant Health Sciences Centre.

Overview

Job Skills / Requirements

The Administrative Assistant provides administrative and operational support to the Security Operations Lead (SOL) and the Health Sciences Centre security program.

This position is responsible for maintaining accurate records, coordinating training and onboarding, reviewing documentation for quality and completeness, and ensuring administrative processes are completed efficiently.

The Administrative Assistant serves as a key resource in supporting the daily operation of the security program while maintaining effective communication with supervisors, security staff, and client representatives.

Position Details:

Position: Full-Time Administrative Assistant

Hours: Monday to Friday, 0800-1600

Pay-rate: $20.50 per hour

Typical Duties & Responsibilities

• Maintain and organize employee training records, certifications, and compliance documentation.
• Coordinate site orientations, mandatory training sessions, refresher training, and onboarding for new Security Officers.
• Track employee training requirements and notify supervisors of upcoming or overdue certifications.
• Process and maintain key requests, key inventories, access documentation, and related records.
• Review patrol reports, incident reports, and daily documentation for accuracy, completeness, and compliance with company standards.
• Identify documentation deficiencies and communicate required corrections to supervisors or Security Officers.
• Assist the Security Operations Lead with administrative projects, reporting, scheduling, correspondence, and other operational duties.
• Prepare spreadsheets, reports, meeting minutes, and statistical summaries as required.
• Maintain employee files and ensure documentation is completed and stored in accordance with company policies.
• Assist in compiling operational metrics, incident trends, patrol statistics, and other performance reports.
• Coordinate meetings, training schedules, and operational events as directed.
• Communicate with Security Officers, Shift Leads, and client representatives regarding administrative matters.
• Assist with the distribution of post orders, operational notices, policy updates, and procedural documentation.
• Support equipment and uniform record keeping, including tracking issued items where required.
• Ensure confidentiality of employee, client, and operational information.
• Provide general administrative support to the Health Sciences Centre security management team.
• Perform additional administrative or operational duties as assigned by the Security Operations Lead.

Qualifications

• High school diploma or equivalent; post-secondary education in Business Administration, Office Administration, or a related field is considered an asset.
• Previous administrative or office experience is preferred.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Strong attention to detail and ability to maintain accurate records.
• Ability to work independently while supporting a collaborative team environment.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Experience in healthcare security, security operations, or a unionized environment is considered an asset.

Core Competencies

• Organization and planning
• Attention to detail
• Communication and interpersonal skills
• Professionalism
• Confidentiality
• Problem solving
• Time management
• Initiative
• Collaboration
• Customer service

Reporting Relationship

Reports directly to the Security Operations Lead and provides administrative support to the Health Sciences Centre Security Management Team as required.