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Human Resources Coordinator

4 months ago

Markham, Canada The Institute for Performance and Learning Full time
Job Description

Reporting to the Manager, Human Resources (HR), the HR Coordinator is responsible for providing operational and administrative support to the HR team, and is a first point of contact for general Human Resources queries from staff. The HR Coordinator will provide dedicated support in the areas of recruitment and onboarding, health and safety, and leave management in addition to supporting effective communication with internal departments such as payroll/finance; HR records management and the coordination and tracking of HROD activities, events and education.

KEY ACCOUNTABILITIES:

General Administration

  • Responds to general inquiries from staff on HR tools, policies and protocols
  • Creates, produces and distributes routine reports e.g. seniority lists, vacation reports, probationary and performance review reports
  • Develops digital templates, forms and protocols for internal use
  • Drafts and issues HR-related communications to staff
  • Completes verification of employment related information as legislated or authorized by employees
  • Maintains confidential employee and human resources records (digital and paper) in accordance with best practices, current legislation and records management protocols
  • Maintains accurate and up to date the information on the HR intranet, SharePoint sites and on MS Teams
  • Leads the annual confirmation of professional registrations process
  • Initiates, plans, participates in and/or delivers a variety projects, research, events as requested
  • Prepares, processes and tracks incoming invoices for payment by Finance
  • Supports employees with administrative aspects of leaves of absence and return to work planning

Benefits and Payroll

  • Process all resignations and retirements, including confirmation to the employee and notifications to the appropriate departments and external parties (Insurer, HOOPP)
  • Updates employee information in HRIS, Insurer Administration Sites (e.g. salary changes, dependent coverage, personal information etc.)
  • Performs bi-weekly ‘Sick Check’ for payroll processing
  • Regularly liaises with Payroll and Finance departments for the accurate processing of records

Recruitment and Selection

  • Provides recruitment support with job postings, verification of professional registrations, criminal records checks, assembly of new hire/transfer packages
  • Collects all new hire information during the on-boarding process to in order to create the Employee HRIS and digital Record
  • Update and maintain current organizational charts

Health and Safety

  • Coordinates and provides administrative support for the JHSC meetings (e.g. drafting presentations, minutes and maintains inspection schedules and activity logs)
  • Tracks employee and committee compliance with training and education
  • Reviews and revises designated first aider list on a quarterly basis
  • Coordinates first aid certification training as required
  • Coordinates mask fit testing for staff including running reports, tracking compliance, scheduling and supporting onsite testing
  • Supports, coordinates and promotes in wellness initiatives
  • Liaises and coordinates with hospital partners regarding health and safety initiatives (e.g. mask fit testing, personal protective equipment (PPE) etc.)

POSITION REQUIREMENTS:

Educational Qualifications

  • Completion of Post-Secondary Education in Business Administration, Human Resources Management (preferred)
  • CHRP Candidate a definite asset

Experience

  • 2-4 years of experience in Human Resources
  • Experience working in a unionized environment and interpreting collective agreements
  • Experience with HR databases, HRIS systems and Applicant Tracking software

Knowledge & Skills

  • Applies broad knowledge of human resources and administrative practices, supports a variety of HR elements
  • Excellent time management and organizational skills combined with the ability to prioritize and to balance the workload requirements, meeting competing deadlines with minimal supervision
  • Excellent verbal and written communication skills; attention to details and effective interpersonal skills
  • Problem solving and conflict resolution skills
  • Excellent working knowledge of Human Resources Information Systems, Microsoft Office Programs, including Teams, PowerPoint, Visio, Word and Excel, with the ability to produce reports with visual additions such as charts, graphs, tables, flow charts and diagrams.
  • Self-motivated with a demonstrated ability to work effectively, accurately and independently with minimal supervision
  • Ability and confidence to work in and respond to a dynamic and changing environment
  • Takes initiative within the job scope
  • Excellent written communications skills to prepare/edit communications, presentations and reports
  • Excellent inter-personal skills and experience developing positive relationships, strong teamwork and customer service experience
  • Self-motivated to work effectively, accurately and independently with minimal supervision, takes initiative within the scope of the position
  • Problem solves HR-related issues; exercises sound judgment and tact in managing competing scheduling and timeline demands based on priorities
  • Manages competing demands and changing priorities on a daily basis, ability to multitask and work within tight timeframes
  • Uses critical thinking skills to manage and respond to e-mails and other forms of communication
  • Maintains confidential, sensitive information and must deal with privacy at all times
  • Follows the Code of Conduct in all behaviours
  • Under the direction of the Manager, HR is accountable to proactively maintain and/or implement efficient administrative processes
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