Staff Administrator for Childcare Staff

Markham, ON, Canada
Full Time
Mid Level
The Organization
Sentient HR aims to enrich lives through the power of connections. Sentient specializes in Supply Staffing, temporary and full-time staff placements for child care centres and private schools. Sentient currently operates in the Greater Toronto Area (GTA) and Ottawa; we serve over 500 centres and private schools and employs over 450 child care workers and RECEs. Our administrative staff actively seek opportunities to connect childcare centres to the right supply staff during times of need. Sentient can provide Supply Staff on the same day a request is made by using our user-friendly website, phone, e-mail, or text message. We are also able to provide staff for planned absences and full-time positions. We recruit passionate child care workers and provide ongoing professional development to engage their growth mindset. Our culture is one where we value trusted partnerships, enabling growth and the ability to excel and be fully engaged. We value integrity and focus on making an impact on our clients, supply staff, co-workers and communities.

Benefits: Health and Dental Coverage
Time Off: 2 weeks’ vacation and 8 wellness days

The Role
The role of Staff Administrator for Sentient is focused upon ensuring all administrative duties related to supply staff leaves, resignations, and terminations are submitted on time and complete, as well as ensuring that staff have completed and continuously updated personnel files.

Additionally, the role of the Staffing Administrator is to be the primary contact for payroll administration for the supply staff, from processing timesheets to answering all related payroll questions. The Staff Administrator will support the completion of required documentation of candidate educators, who are in the process of being onboarded to the supply staffing team.

The Staff Administrator is a highly organized professional who has strong capabilities in HubSpot and Microsoft Excel. The successful Administrator will think efficiently while not giving up any quality or experience while creating leaner processes. As an effective executor of projects and having a strong ability to follow through on projects started, nothing escapes this experienced administrator’s focus. The Administrator has a strong pulse on the business and reports any observed or perceived strengths or areas of opportunity/gaps to the Director of Business Development for Sentient. Moreover, a ‘Level 3’ thinker, the Administrator proposes solutions to issues that arise and is a confidant to the Division Head.

This role demands a high competency in analyzing and making recommendations based on data, administrative tasks, and a strong customer service mindset. The Administrator may be asked to support in any operational area of the business, should the need arise.

As a direct support of the Division Head, the right candidate will be a strong ambassador to Sentient, be a confident presenter and professional communicator in oral and written language.

The Administrator will be a research-focused individual, who can target areas of operational need and provide innovative ideas for improving the way we do business at Sentient.

The Administrator will understand and be able to clearly communicate the Why of Sentient: Enriching Lives Through the Power of Connections.

Key Responsibilities
  • Ensure all data is captured accurately from administrative team members during meetings.
  • Collect and maintain updated required documentation to work in licensed childcare for all on-call employees.
  • Responsible for HubSpot staff contacts.
  • Responsible for payroll; ensure timesheets are submitted and there are no missing timesheets. Follow up on any missing timesheets in a timely manner.
  • Respond to payroll inquiries from The Foray Group’s Human Resource Department; own this role.
  • Prepare weekly, monthly, and annual KPI reports.
  • Process leaves, terminations, and track fastidious.
  • Collect documentation from alumni returning to the Sentient HR team.
  • Complete projects and work requested by the Director of Business Development, as required.
Qualifications and Experience
  1. A bachelor’s degree is required.
  2. Minimum of 3 - 5 years of experience in an administrative is required.
  3. Experience with HubSpot.
  4. Advanced Microsoft Office skills, especially Excel.
  5. A desire to offer a refined and innovative customer service experience to all stakeholders, including clients, temporary staff, permanent staff, guests to Sentient and the office staff.
  6. Competency in using technology, both computers and mobile Apps, as much of the role will be using and managing a cloud-based recruitment programs, our Sentient website, and other data analytics or reporting programs.
  7. Experience and ability to multi-task and prioritize competing demands.
  8. Ability to handle a fast-paced environment and work well under tight deadlines and pressure.
  9. A natural drive to achieve goals with a focus on supporting and growing the business.
Skills, Knowledge and Abilities
  1. Competency in extracting, analyzing and making recommendations based on data.
  2. Knowledge of required documentation for childcare staff is an asset.
  3. Experience with creating reports to analyze trends and bring recommendations to management.
  4. Desire to go “above and beyond” to enrich lives.
  5. Nimble in business; able to make recommendations to stay ahead of competition.
  6. Advanced proficiency level in Word and Excel.
  • Problem solving – solves difficult problems with effective solutions
  • Technical Learning – able to learn new industry information quickly
  • Approachability – warm, pleasant and gracious; builds rapport well
  • Customer Focus – establishes and maintains effective relationships, gains trust and respect
  • Time Management – accomplishes more in less time
  • Organization – arranges information and files in a useful manner
  • Directing Others – skillful in establishing clear directions
  • Action Oriented – energized to get things done
  • Presentation Skills – effective in presentation settings
  • Priority Setting – quickly zeros in on what is important
We are an Equal Opportunity Employer
Sentient HR Services is an equal opportunity employer and is committed to providing accommodations in accordance with the Accessibility of Ontarians with Disabilities Act. If you require an accommodation throughout the recruitment and selection process, we will work with you to meet your needs. We thank all those applicants who have applied; however, only those selected for an interview will be contacted.

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