HR Administrative Specialist
2 months ago
**Job Purpose**:The HR Administrative Specialist supports human resources at MACL by performing administrative, data tracking and clerical tasks within a variety of human-resource related areas such as recruitment, onboarding, placement, employee training and development, Health and Safety, performance management, and labor relations.
**Duties and Responsibilities**
**Related to Recruitment**:
- Prepare job postings and upload them to MACL’s website and Indeed
- Provides support for public relations materials and newsletters
- Conduct a telephone pre-interview screening assessment and schedule job interviews
- Prepare interview materials
- Submit criminal record checks, Hub Screening and monitor results
- Verifies education credentials as required by position
- Prepare and distribute hiring letters
- Input employee data into HRIS
- Establish and maintain applicant tracking system
- Prepare and maintain monthly vacancy rate and recruitment report
**Related to Onboarding and Placement**:
- Prepare onboarding and orientation materials
- Schedule onboarding meeting
- Support new employees to complete onboarding documents
- Maintain SRAT
- Receive staffing and scheduling needs forms and transfer information to spreadsheet
- Administer orientation surveys and maintain results summary
- Prepare and distribute change of schedule letters
- Prepare and submit payroll change forms
- Accurately maintain the master schedule of all employees
- Accurately track and monitor deadlines for orientation activities and solicit outstanding documentation from program leaders
**Related to Training, Development and Engagement**:
- Accurately track and monitor training and job requirements, notify program leaders of expiring requirements
- Prepare and maintain monthly training and job requirements report
- Schedule training events and manage registration process
- Administer Open Futures Learning platform
- Administer employee surveys and generate a report of results
- Accurately track and monitor deadlines for performance appraisals and solicit outstanding documentation from program leaders
**Related to Health and Safety**:
- Schedule occupational health and safety committee meetings
- Prepare and distribute occupational health and safety committee meeting and inspection materials
- Schedule annual external health and safety inspections
- Take minutes at occupational health and safety committee meetings
- Accurately track and monitor emergency drills and solicit outstanding documentation from program leaders
- Accurately track and monitor inspection checklists and solicit outstanding documentation from program leaders
- Ensure the BCGEU has applicable verification of committee representatives
- Review occupational health and safety committee with WorkSafe BC as required
- Maintain electronic and paper occupational health and safety committee files
- Serve as the occupational health and safety committee representative for the administrative office
**Related to Performance Management and Labour Relations**:
- Prepare attendance management report
- Schedule interviews and investigation meetings
- Maintain electronic and paper investigation and grievance files
- Prepare and send grievance responses at step 2
- Prepare grievance file for arbitration or mediation as required
**Complete other duties as assigned**:
- As directed, task may be related to the needs of the program or larger organization.
**Education and Experience**
- Grade 12 with a post-Secondary diploma or certificate in Human Resources Management and / or an equivalent combination of education, training, and experience.
- One to two years of administrative experience, ideally in a unionized environment
- One year experience with Human Resources data entry, record keeping, recruitment processes and general administration of HRIS functions preferred
**Qualifications**
- Excellent interpersonal skills, ability to work within a team
- Proficient written and oral communication skills in English language
- Demonstrated high accuracy and attention to detail
- Ability to verify, research, collect data and run reports
- Proficiency in Microsoft office suite’s Outlook, Word, and Excel, including creating reports with pivot tables.
- Ability to type rapidly (minimum keyboarding speed of 50 words per minute) and accurately
- Outstanding organizational skills and ability to prioritize workload and work under time pressures to meet deadlines
- Demonstrated flexibility to meet and adapt to changes in organizational priorities
- Demonstrated ability to respond politely and diplomatically
- Ability to work independently and to resolve administrative issues/problems
- Demonstrated tact and discretion in preparing, disclosing, and handling information of a confidential and/or sensitive nature
- Clear criminal record check
- CoVid-19 Vaccination
**Salary**: $55,000.00-$57,000.00 per year
**Benefits**:
- Casual dress
- Company events
- Company pension
- Dental care
- Disa
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