HR Program Assistant

1 month ago


Toronto, Canada City of Toronto Full time

**Job ID**: 39448

**Job Category**:Human Resources

**Division & Section**:People & Equity, Occupational Health, Safety & Wellness

**Work Location**:METRO HALL, Metro Hall, 55 John St, Toronto, ON M5V 3C6

**Job Type & Duration**:Full-time, Permanent

**Salary**:$58,381.00-$69,525.00, TX0006 and Wage Grade 3.5

**Shift Information**: Monday to Friday, 35 hours per week per week

**Affiliation**: Non-Union

**Number of Positions Open**: 1

**Posting Period**: 11-August-2023 to 25-August-2023

Our People and Equity Division is looking for HR Representatives to join the Occupational Health, Safety and Wellness team. In this busy administrative role you will support a team of Human Resources professionals that provide a broad range of expertise and consultation to managers and employees of City divisions. Functional areas supported include: Occupational Health & Safety, Disability Management, Enterprise Learning Initiative (ELI) Learning Management and, Employee Health and Wellness (EHW).

**Major Responsibilities**:
**Occupational Health, Safety and Disability Management**
- Compiles, summarizes and analyzes data/statistical information related to Occupational Health, Safety & Disability Management programs, procedures and policies
- Liaises and communicates with corporate Pension, Payroll and Employee Benefits staff, divisional staff, union representatives and external stakeholders on People & Equity related issues

**ELI Learning Management**
- Administers the Toronto Public Service Training (TPS) Calendar for the Occupational Health, Safety & Disability Management team, including the co-ordination of all scheduled and intact training sessions
- Provides a high level of customer service to clients and other stakeholders, communicating information and responding to inquiries/requests as it relates to training and other program related matters (including assistance with training registration, withdrawals and cancellations)
- Conducts research, compiles, summarizes and analyzes data/statistical information, related to learning systems, tools, procedures and policies
- Provides resource aids, manuals, attendance lists, training data, etc., to meet training needs
- Organizes, arranges and inputs yearly courses and sessions in the learning management system for the Toronto Public Service learning calendar
- Participates in administrative and team projects relating to People & Equity programs and services that include making recommendations for operational and system improvements pertaining to training needs assessments, functional testing and report testing

**Employee Health & Wellness**
- Provides administrative and clerical functions related to EHW including reviewing, analyzing and reconciling accounts
- Responsible for the maintenance of filing systems, records management activities and databases for all health records
- Responsible for performing reception duties for both in-person and virtual adjunct service clinics

**General Responsibilities**
- Provides a broad range of administrative assistance, program service delivery support and coordination
- Provides high level customer service to internal and external clients/stakeholders
- Creates and maintains manual/electronic files and records
- Participates in administrative and team projects relating to People & Equity programs and services that include making recommendations for operational and system improvements
- Compiles and summarizes data/statistical information
- Schedules, coordinates and confirms meetings, seminars, training sessions, etc.
- Assists with projects, assignments and other duties as assigned
- Communicates information and prepares correspondence in response to inquiries and requests from all levels of staff, clients and the public
- Designs and creates forms or templates including promotional materials (hard copy and e-format), presentation slides, training materials and e-manuals to meet program needs
- Processes confidential information and ensures that deadlines are met, proper documentation is prepared/maintained, and that procedures, guidelines and policies are followed
- Verifies, maintains, inputs and/or retrieves data relating to specific human resource programs
- Prepares purchasing documents (i.e. purchase requisitions, purchase orders), ensuring compliance with divisional/corporate policies and procedures
- Processes vendor invoices/reimbursements for payment processing prior to submission to accounts payable and ensures compliance with divisional processing, signing authority and corporate policies/procedures

**What you bring to the role**
- Considerable administrative experience providing support to a team of HR professionals in a fast-paced, multi-disciplinary environment, some of which should relate specifically to the key responsibilities of the position
- Considerable experience in preparing reports, spreadsheets, correspondence, and/or presentations, paired with MS Office Suite proficiency
- Experience and working


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