Template
An HR assistant takes administrative work off the HR team or the owner. This template fits an entry-level role.
Human Resources Assistant
[Company name], [City, Province]
[Full-time / Part-time], [schedule]
About us
[Company name] [one or two sentences on what you do, who your customers are and how big the team is].
What you'll do
- Enter and update employee information in the [HR system or spreadsheet].
- Schedule interviews and send candidate communications.
- Prepare standard HR documents and onboarding packages.
- Track vacation, sick days and leave balances.
- File and organize personnel records confidentially.
- Keep job postings, applications and candidate notices on file for three years.
- Answer routine employee questions and route others to HR.
What you bring
- Post-secondary education or an HR certificate is an asset.
- Strong attention to detail and data accuracy.
- Discretion with confidential information.
- Comfortable with [Microsoft 365 or Google Workspace].
- Clear, friendly communication.
Pay and benefits
[$X.XX to $Y.YY] per hour, plus [benefits, vacation days].
How to apply
Send your resume to [email or application link]. [Add the Ontario disclosures from the builder below if you have 25 or more employees.]
HR assistant pay by province
Hourly wages Job Bank reports for personnel clerks (NOC 14102). Use the median as a starting point for an experienced hire and the low end for entry level.
| Province or territory | Low | Median | High |
|---|---|---|---|
| Ontario | $19.00 | $27.78 | $40.49 |
| British Columbia | $24.04 | $28.85 | $38.46 |
| Alberta | $22.00 | $28.18 | $35.15 |
| Saskatchewan | $21.00 | $23.85 | $30.09 |
| Manitoba | $21.83 | $25.00 | $30.26 |
| Quebec | $22.00 | $28.00 | $40.00 |
| New Brunswick | $25.00 | $25.13 | $38.04 |
| Nova Scotia | $20.38 | $27.00 | $38.04 |
| Newfoundland and Labrador | $23.59 | $27.00 | $45.05 |
| Canada | $21.75 | $27.88 | $38.46 |
Ontario by region
| Region | Low | Median | High |
|---|---|---|---|
| Ottawa | $19.00 | $27.78 | $40.49 |
| Kingston–Pembroke | $19.00 | $27.78 | $40.49 |
| Muskoka–Kawarthas | $20.41 | $28.41 | $39.55 |
| Toronto | $19.00 | $26.44 | $35.90 |
| Kitchener–Waterloo–Barrie | $19.63 | $26.35 | $32.25 |
| Hamilton–Niagara Peninsula | $20.02 | $28.69 | $40.50 |
| London | $21.25 | $27.79 | $36.50 |
| Windsor–Sarnia | $20.04 | $26.15 | $35.18 |
| Stratford–Bruce Peninsula | $21.83 | $29.92 | $42.05 |
| Northeast | $22.01 | $29.12 | $39.64 |
| Northwest | $21.79 | $28.29 | $37.06 |
Source: Job Bank wages for NOC 14102, Personnel clerks, reference period 2023-2024, revised November 19, 2025.
Turn it into an Ontario job posting
If you have 25 or more employees, publicly advertised postings in Ontario must include pay, say whether the job is an existing vacancy, and disclose AI screening. Fill this in and copy the result.
With fewer than 25 employees these rules don't apply to you yet, but following them makes your posting more competitive and keeps you ready when you grow.
Ontario rules checkHiring an HR assistant in Ontario: what comes next
The posting is step one. These are the obligations most small businesses run into between the offer and the first few weeks.
- Follow up with everyone you interviewEmployers with 25+ employees must tell interviewed applicants whether the job has been filled within 45 days of their last interview, and keep postings and records for three years.
- Put the offer in a written employment contractA written contract isn't mandatory in Ontario, but without one your termination costs are set by the courts rather than by you. The termination clause is the part to get right.
- Register with WSIB if your industry requires itMost Ontario employers must register within 10 days of hiring their first worker. A few industries are exempt, so check before the start date.
- Collect payroll documentsGet the employee's SIN within three days of their start date, plus federal and Ontario TD1 forms for tax withholding.
- Hand over the Employment Standards posterGive new employees the current "Employment Standards in Ontario" poster within 30 days of their start date.
- Complete health and safety awareness trainingEvery worker needs basic health and safety awareness training as soon as practicable after starting.
- Have written harassment and violence policiesRequired once you regularly have six or more workers, and reviewed every year.
Not sure you need a full-time HR hire?
Our HR team handles policies, contracts, onboarding and employee issues for Ontario employers, with a flat monthly price and no long-term contract.
Questions employers ask
What does an HR assistant do?
An HR assistant provides administrative support to HR: filing, data entry, scheduling, preparing documents and answering routine employee questions.
How much does an HR assistant make in Ontario?
Job Bank reports $19.00 (low), $27.78 (median) and $40.49 (high) per hour for personnel clerks in Ontario, and a median of $26.44 in the Toronto region (reference period 2023-2024, revised November 19, 2025). Ontario's general minimum wage is $17.95 per hour as of October 1, 2026.
What is the NOC code for an HR assistant?
The National Occupational Classification code for this role is NOC 14102, Personnel clerks (TEER 4). Use the code that matches the actual duties.
Do I have to include pay in an Ontario job posting?
Yes, if you have 25 or more employees. Since January 1, 2026, publicly advertised postings must include the expected pay or a range no wider than $50,000. They must also say whether the posting is for an existing vacancy and disclose if AI is used to screen, assess or select applicants, and they can't require Canadian work experience.
Is an HR assistant the same as an HR coordinator?
The roles overlap. An HR assistant is usually more entry-level and focused on records and data entry, while a coordinator manages processes such as hiring logistics and onboarding.
Last updated October 2026. Sources:
- Job Bank wages, NOC 14102
- Ontario minimum wage
- Your guide to the Employment Standards Act (Ontario)
- National Occupational Classification
This page is general information for employers, not legal advice. Rules change, so check the official sources before you post.