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Temporary Human Resources Assistant

2 months ago

Victoria, Canada AVI Health and Community Services Full time

AVI Health & Community Services (AVI) is a multi‐disciplinary community-based organization providing HIV, hepatitis C and harm reduction services out of 5 locations across Vancouver Island. AVI provides services to people living with HIV and hepatitis C and harm reduction clients. We take evidence‐based action to prevent infection, provide support, and reduce stigma. We work within a social justice and health promotion framework to ensure equity and access to services for all. At the core of what we do is our ability, and commitment to, creating meaningful connections. Every day, we strive to create meaningful connections between clients and staff, between peers, between staff members, between organizations, between communities, and between funders and impactful programs. For more info see www.avi.org

JOB POSITION DETAILS:

AVI Health & Community Services is looking for a Human Resources Assistant with strong administrative skills and human resource experience, preferably (but not required) in a union environment.

The successful Human Resources Assistant will be focused on keeping the paperwork processes of our Human Resources (HR) team flowing, including handling our job postings, writing our hiring letters and contracts, helping staff with their onboarding paperwork, ensuring our HR files are up to date (including scanning paperwork), running reports about key HR information, assisting with benefits management and doing the first look through of applications for our positions. Experience with recruitment and selection will be an asset to this position and a passion for paperwork and processes are key. We have a team of over 200 people and are always hiring and handling adjustments to current positions (such as when a leave of 1 day/week is requested by an employee, etc.)

The Human Resources Assistant supports staff who hold multiple, intersecting identities including (but not limited to) people who use/d drugs, people who navigate their own mental wellness daily, people with lived/living experience of HIV and hepatitis C, and LGBTQ2S+ people - from a sex positive, person centered and harm reduction-based approach.

The successful candidate embodies collaboration, works from a relational perspective, is supportive and empathetic, and upholds AVI's harm reduction, social justice, trauma-informed care and cultural humility values with staff.

KEY DUTIES AND RESPONSIBILITES

1. Ensuring the job specifics of each job posting are accurate regarding pay, term, the relevant Collective Agreement etc.

2. Managing job postings, posting on our applicant tracking system software and, in several places, finding new recruitment opportunities and keeping track of expiry dates if required.

3. Making sure all the internal candidates are uploaded on the ATS software and support managers if help is required

4. Writing hire letters and excluded contracts for new hires as well as change letters.

5. Sending new hire paperwork for each new hire.

6. Assist new hires with the completion of their employment orientation package including verification of credentials and criminal record checks.

7. Administrating new hire training processes (providing information, tracking completion, etc.) and doing new hire orientation in person or via zoom according to the schedule availability

8. Coordinating with payroll daily re: new hires, major changes to existing staff hours, etc.

9. Benefits Management (Municipal Pension Plan, Blue Cross)

10. Complete any pay-related reports for Worksafe BC, long term disability claims, etc.

11. Maintain current Human Resources files and databases

12. Perform audits to ensure all required employee documentation is collected and maintained

13. Supportively communicate with Internal applicants and staff as needed about recruitment and onboarding, other human resource communiques.

14. Maintains confidentiality of all human resource information.

15. Performs other related duties as assigned.

QUALIFICATIONS:

• 1-2 years of recent, related British Columbia) Human Resources experience or an equivalent combination of education, training, and experience.

• Experience in recruitment and selection

• Experience with BC Employment Standards Act

• Knowledge of practices and procedures related to human resources.

• Excellent computer skills, including fluent knowledge of Word, Excel, Outlook, Zoom and Teams

• Excellent communication and interpersonal abilities

• Experience in the not-for-profit realm would be an asset but not necessary.

• Experience in a unionized environment an asset

• Demonstrated commitment to social justice principles and practices, including harm reduction, anti-racism, decolonization, combating stigma related to drug use, HIV, hepatitis C, and challenging gendered oppression, ableism, homophobia, and transphobia.

• Must be able to work Fridays in office at our downtown Victoria location would be an asset but fully remote would be possible.

• Must be able to work remotely at least 3-4 days per week.

• Employment subject to criminal record check for working with vulnerable populations.

SKILLS AND ABILITIES:

• Organized, intuitive and able to balance multiple priorities while maintaining a high degree of professionalism, confidentiality and strong attention to detail.

• Passion for the details and for paperwork

• Strong interpersonal skills including tact, respect and diplomacy.

• Ability to communicate effectively, both verbally and in writing

• Excellent communication skills and ability to communicate effectively across different mediums, including using standard computer programs (e.g. Zoom, Word, Excel, Outlook, Teams).

• Strong administrative skills

• Ability to establish and maintain positive working relationships.

• Ability to analyze and resolve problems.

• Ability to do mathematical and financial calculations (with a spreadsheet)

• Ability to apply sound judgement: stay grounded and use creativity, flexibility, and assertiveness when working through complex and sometimes urgent situations.

• Knowledge of harm reduction or social justice would be an asset but not necessary.

JOB SPECFICS:

• Hybrid or fully remote Schedule: 37.5 hours/week. Monday to Friday. (9:30am to 5:30pm, could be flexible based upon the successful candidate)

• Pay: $32.96/hour as per the HEABC pay grid for excluded managers.

• Term: October 28, 2024, and ending on February 7, 2025, or return of incumbent whichever is earlier

• Union: AVI is a union environment under the Collective Agreement: HEABC & Health Services & Support Community Subsector Association 2022-2025 and this role is an Excluded Position.

• Benefits: This position will be eligible for extended health, life and AD&D on the 1st of the month after this position begins. AVI pays for the entire cost of the plan on behalf of its staff.

• Pension: If you are already a member of the Municipal Pension Plan (MPP), you can continue with them at AVI immediately. At this time, AVI contributes an additional 9.31% towards your pension account.

• Other Perks: This position gets 8% vacation (equivalent of 4 weeks), receives a paid day off for eligible Stat Holiday, which includes Easter Monday, and accrues a Sick Bank of 6.9%. Sick and Vacation Days are both available to be used after your first 3 months at AVI.

• Hours of Work, Days Off and Work Area may be subject to change.

TO APPLY:

To apply, please click on Apply To Position and attach your resume and cover letter (optional). This posting is open until September 15, 2024, by 5pm.

AVI is committed to equity and diversity and we strongly encourage applications from, but not limited to, folks who identify as Indigenous Persons, persons of colour, racialized, persons living with a disability, persons who use/d drugs, persons with experience of sex work, persons who live with HIV and/or hepatitis C, and persons representing diverse genders and sexualities.

Accommodations are available on request for candidates taking part in all aspects of the selection process.

We would like to thank all those that apply but only those selected for an interview will be contacted.