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Employee Records Counsellor

3 months ago

Toronto, Ontario, Canada University Health Network Full time

JOB POSTING #912500

Position:
Employee Records Counsellor

Site:
Toronto General Hospital

Department:
People and Culture

Reports to:
Employee Records Team Lead

Hours: 37.5 hours per week

Status:
Permanent Full-time

University Health Network (UHN) is looking for an experienced professional to fill the key role of
Employee Records Counsellor.

University Health Network (UHN) is Canada's leading research hospital. UHN encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute and the Michener Institute of Education at UHN. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. UHN consists of 16,000 union and non-union employees, more than 1,200 physicians, 8,000+ students, and many volunteers. It is affiliated with the University of Toronto and educates thousands of healthcare professionals that work in Canada and around the world.


As an integral member of the People & Culture team at University Health Network, the Employee Records & Payroll department is a fast-paced department with 21 employees under the leadership of a Senior Manager and two Team Leads, with close ties to Finance.

The Employee Records & Payroll Department oversees significant employee records for approximately 17,000 employees of which half are unionized.


This role reports directly to the Employee Records Team Lead and will be representing People and Culture on a regular basis as a day to day contact for managers and employees of the organization.

The Employee Records Counsellor is responsible for confidential, accurate record keeping in the Human Resources Information System (HRIS) for multiple client groups within UHN.


Roles and Responsibilities:

Employee Records

  • Input, audit, verify and coordinate the processing of all employment related transactions, such as hires, salary changes, transfers, promotions, termination, severances, leave of absence, retirements for both temporary and permanent employees.
  • Update and maintain employee personal information, seniority and service lists, benefit enrollments, benefit changes, terminations, beneficiaries, death benefit claims etc.
  • Ensures documentation is complete and in compliance with UHN internal policies and collective agreements. Follow up with employees, management and People & Culture staff as required to obtain missing information or clarification with respect to request.
  • Responsible for enrolling new staff to HOOPP pension plan, maintaining pension information in HRIS & HOOPP database, periodic pension data reconciliations and assisting with general HOOPP inquiries.
  • Provide support and advice to managers and administrative support staff regarding pension, benefits, eligibilities, entitlements, People & Culture policies, collective agreements etc.
  • Investigate and resolve employee issues through contact with management, People & Culture staff and other departments.
  • Produce confirmation of employment letters for employees.
  • Assist with the year end HOOPP financial statement audit and other processes as required.

Payroll

  • Ensure timely and accurate remittance of payroll transactions such as maternity topup, additional pay, stipends, other payouts.
  • Investigate, validate and collaborate with team members to process corrections for payroll discrepancies as needed.
  • Set up GL accounts as needed and process the error report for biweekly payroll run(s).
  • Receive and enter Benefit and HOOPP payments from employees on leave and retirees.
  • Respond to Payroll queries regarding pay stub information and annual T4's.
  • Assist with year end transactions and adjustments.

Other Responsibilities

  • Assists with quarterly, and yearend external and internal audit processes.
  • Provides back up the Employee Records Team Lead during vacation.
  • Other duties and responsibilities as assigned.

Qualifications & Experience:

  • Human Resources Management (HRM) Degree or Diploma
  • A minimum of two (2) years Human Resources & Payroll Administration experience
  • Accurate data entry and advanced Microsoft Office skills
  • Working knowledge of union collective agreements
  • Working experience with HRIS is mandatory; experience using VIP HRIS is an asset
  • Experience with inhouse payroll administration is an asset
  • Experience with pension administration and reporting is an asset
  • Experience working in a health care environment is an asset

Additional Skills/Abilities:

  • Excellent interpersonal, customer service, verbal and written communication skills required.
  • Demonstrated organization, time management and analytical skills
  • Ability to effectively handle and maintain confidential information/materials required.
  • Vaccines (COVID19 and others) are a requirement of the job unless you have an exemption on a me