Human Resources Assistant

KEY FUNCTION: 

Provide professional and administrative support within HSN’s Human Resources (HR) portfolio to assist assigned specialty area with the fulfillment of functions and processes based on legislative requirements, contractual obligations, and in support of HSN’s strategic objectives.

REPORTING:   

Under the general direction of the Manager, Employee and Labour Relations or the Manager, Disability Management.

DUTIES:

1. Provide informational and administrative support to the HR department, management, and employees regarding Labour Relations or Disability Management activities, policies, processes, and procedures.
2. Ensure timely and accurate distribution, filing and tracking of incoming correspondence (e.g. grievances, notices from third parties, WSIB letters, invoices, supervisor reports, etc.).
3. Ensure timely processing of outgoing mail, arbitration awards, legal requests, minutes of settlement, and memorandum of agreements.
4. Gather relevant information from managers for completion of documents required for the Workplace Safety and Insurance Board (WSIB) and engage the Disability Claims Advisor as required to ensure adherence to legislated timelines.
5. Assist with coordination of assessments (i.e. Independent Medical Evaluations (IMEs), Functional Capacity Evaluations (FAEs) or Job Demands Analyses (JDAs)).
6. Review new job vacancies weekly to identify suitable positions for workers requiring accommodations; identify suitable positions to team and notify stakeholders (e.g. recruitment, manager, union, etc.).
7. Assist with research, preparation and administration of grievances, collective bargaining, labour negotiations, and implementation of reference documents for new collective agreements as required.
8. Coordinate the arbitration and mediation scheduling process (i.e. tracking deadlines for responses, canvassing dates for hearings, scheduling preparatory meetings, etc.).
9. Provide support with seniority lists, researching case law, responding to legal requests, and gathering disclosure documents as required.
10. Assist with gathering detailed disability file information and preparation of the file (e.g. chronology, statement of fact) for various hearings.
11. Ensure compliance with collective agreements, policies, procedures, and applicable regulations.
12. Provide superior customer service assistance and proper redirection to incoming phone or email inquiries.
13. Maintain accurate tracking spreadsheets and assist with follow up.
14. Assist with coordination of meetings with multiple stakeholders (e.g. union, WSIB, Disability Claims Advisor, Labour Relations, Manager, employee, etc.); prepare and distribute agendas, book meeting rooms/video/ teleconferences and take detailed minutes.
15. Assist with preparing resource materials (e.g. reference documents for new collective agreements, FAQs for employees and managers, etc.).
16. Receive and process invoices and complete relevant audits and reconciliations.
17. Draft correspondence (i.e. emails, letters, minutes of settlements, and memos) as required.
18. Develop Standards of Work (SoW) and process mapping as required.
19. Assist in the maintenance and filing of accurate and confidential files and documents, including in various systems as required.
20. Compile data for monthly, annual or ad hoc statistical reporting and analyze data as required.
21. Determine and align improvement projects with HSN’s Strategic Plan; monitor and adjust to achieve goal outcomes.
22. Contribute to learner development by providing academic support, mentorship, preceptorship and supervision as required.
23. Participate in education and training specific to current, relevant federal and provincial health and safety legislation, standards and guidelines.
24. Educate and promote health, safety and wellness in the work place.
25. Represent the department or program on various committees and in meetings as required. 
26. Perform other duties as required. 

QUALIFICATIONS

EDUCATION AND TRAINING: 

1. Minimum of a two (2) year Diploma in Human Resources Management or Business Administration, from an accredited college.
2. Current Certificate as a Certified Human Resources Professional (CHRP) or working towards, is preferred.
3. Ministry of Labour “Worker Health and Safety Awareness in 4 Steps” training certificate is required.

EXPERIENCE: 

1. Minimum of one (1) year experience working in office administration, Human Resources or within a health care environment.
2. Recent experience working in a unionized environment within a Labour Relations and/or Disability Management field is preferred.

KNOWLEDGE/SKILLS/ABILITIES: 

1. Demonstrated superior attention to detail with a high degree of accuracy.
2. Demonstrated excellent judgment and proven analytical skills.
3. Demonstrated training, experience or utilization of quality improvement methodology for process improvement.
4. Demonstrated ability to independently identify issues, plan improvements, measure success and continue improvement.
5. Demonstrated excellent computer skills with proficiency in Microsoft Office software (e.g. Word, Excel, Power Point and Outlook) and patient information systems.
6. Demonstrated superior interpersonal and communication skills, both written and verbal.
7. Demonstrated ability to manage routine correspondence, multiple tasks/projects, diversified workload and rapidly changing priorities and challenging deadlines.
8. Demonstrated discretion and maturity when handling confidential information.
9. Demonstrated commitment to the safety of co-workers and patients.

PERSONAL SUITABILITY: 

1. Proven ability to work independently and in a team environment.
2. Demonstrated ability to perform with minimal supervision; to prioritize duties.
3. Demonstrated commitment to ongoing professional development.
4. Demonstrated professionalism in dealing with confidential and sensitive issues.
5. Demonstrated positive work record and excellent attendance record.
6. Ability to meet the physical and sensory demands of the job.
7. Ability to travel between local sites.

Selection Process:  Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.
 

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.