Manager People and Culture

Company Overview:

Houselink and Mainstay Community Housing (HLMS) is Toronto’s largest non-profit supportive housing provider. Our organization is the result of a recent amalgamation between the former Houselink Community Homes and Mainstay Housing.

As a joined organization, we currently manage nearly 60 residential locations and more than 1,100 units across the City of Toronto, serving individuals with complex mental illness and addictions. We work closely with sector partners to deliver programs and advocate for solutions that will address homelessness.

Our work is rooted in the understanding that housing is a human right and plays a vital role in health and well-being. We are proud to lead the affordable housing sector in building strong, inclusive communities where everyone has the opportunity to thrive.

Manager People and Culture

1. OPERATIONAL RESPONSIBILITIES

HR Consulting

• Consultation on HR policies and programs, acting as a primary resource to managers and employees on the interpretation and implementation of policies and procedures.
• Leads initiatives that promote effective employee and labour relations by ensuring the provision of timely and appropriate direction, coaching and consultation to managers and employees regarding human resources issues; handling of complaints and grievances & arbitrations.
• Provides proactive HR planning and advice with assigned program areas to inform client decision-making on matters involving operational/workforce planning and risk mitigation.
• Leads and coordinates people management processes with the internal clients as a member of the HR management team.
• Leads the recruiting process for all hires across the organization. Recommends and implements cost-effective sourcing strategies, partnering with hiring committees through the selection and offer process.
• Prepares and maintains a variety of HR reports and employee information for benefits and employee files and
• Assists the Director, Human Resources in the design, delivery and support of HR policies and programs and communication materials and the enhancement and delivery of the orientation process for new hires.
• Focuses on the requirements of front line staff and their management and leads team building exercises and interactions with this group.
• Works in collaboration with the Director Human Resources to streamline and implement effective and efficient people programs such as onboarding functions, including new staff orientation processes, performance management, employee relations, training and development, succession, workforce planning, analyzing HRIS data etc., and conducting monitoring to ensure accuracy and compliance across the organization.
• Supports special HR projects by participating in the roll-out and delivery, monitoring of results, and necessary follow-up.
• Analyze data to identify trends (e.g. attendance, grievance types) and recommend actions to Director Human Resources.
• Oversees the day to day effectiveness of the head office operation including but not limited to all staff events and ensuring coverage.
• Implements organizational recognition program.
• Supervises administrative staff including the HR generalist, payroll coordinator and reception.
• Fully Lead Industrial Relations and Employee relations activities.

Personnel Administration

• Manages all interactions between staff with group benefits broker/provider, RRSP broker/provider, ensures employees are enrolled in/removed from the employee benefit plan in a timely manner; interpret group benefit coverage to staff.
• Provides the Executive Director and Directors with organizational statistics related to human resources performances; prepare reports on personnel trends.
• Maintains accurate and up-to-date personnel records paper and computer based files, including Health and Safety, staff training and development, benefits, group RRSP; administer employee attendance and time-off records.
• Maintains historic personnel files; destroys all historic personnel files after seven years or as appropriate;
• Ensures the policies and procedures as well as the organizational standards are met when assisting the managers/directors in the recruitment and selections of staff.

Payroll and Benefits

• Oversees payroll administration, ensures all relevant payroll information is provided for processing by payroll coordinator; ensures payroll coordinator provides timely, accurate payroll and reports and meets all legal requirements.
• Provides information to payroll coordinator ensuring accuracy, security and timeliness and that all legislative requirements are met; ensure the integrity of systems and records to meet audit standards. Ensures all year end processes are managed and completed on time.
• Is responsible for the operation of the time and attendance system. Ensures all employees are properly trained to use the system. 
• Manages the vendor relationship with the payroll service provider as well as the time tracker provider.
• Leads, and oversees the management of WSIB claims and back to work programs.
• Manages support and communication of the benefits and group RRSP; Ensures the Payroll coordinator reviews the monthly invoices for accuracy prior to payment; responding to employee enquiries. 
• The HR Manager supports employees through the administration of illness and disability programs.

Occupational Health and Safety

• Provides leadership to the development and implementation of organizational health and safety policies, programs, and initiatives that reduce risk, safeguard worker safety and are in compliance with legislative requirements. 
• Deals directly with managers and the Workers Safety and Insurance Board. 
• Manages employee claims and back to work programs.
• Leads the Health and Safety Committee.

Supervision of Administrative Staff

• Recruits, hires, trains, and supervises reception staff, temporary staff and head office summer students as per HLMS’s policies and procedures.
• Administers the collective agreement, and relevant employment legislation impacting staff.
• Maintains schedule of direct service administration staff temporary staff and head office summer students.
• Ensures customer service standards are met with respect to answering the phones responding to fax and mail for both internal and external customers.
• Maintains confidential supervision records.
• Administers discipline according to policy. 
• Provides input and recommendations regarding grievance proceedings when appropriate.
• Reviews and approves time sheets, expense sheets, vacation requests, petty cash disbursements, incident reports, log books, and other necessary reports.
• Completes annual performance reviews to include individual work plans.
• Provides on-going monitoring of the direct service administration staff performance goals to ensure that they are being met.

ORGANIZATIONAL RESPONSIBILITIES

• Model the organizational values, policies, and professional ethics and demonstrate commitment to the strategic direction.
• Demonstrate active support for organizational direction and priorities in own actions.
• Proactively engage in program and organizational change activities as directed.
• Model and promote a culture where everyone is accountable for making sure decisions and goals are met and projects/tasks are completed. 
• Identify and remove barriers to service excellence.
• Demonstrate personal commitment and culture to wellness.
• Embrace and demonstrate HLMS values in your actions.
• Participate in a work culture of positive thinking, initiative and creativity.
• Develop and maintain collaborative working relationships with allied community agencies and professionals and participate in community committees and internal HLMS committees as required.
• Ensure that conduct is in accordance with the Code of Ethics and Standards of Practice of the governing body of their profession, and that all applicable legislation is adhered to.
• Comply with the policies of the HLMS including those pertaining to the confidentiality of client information.
• Represent the agency in a positive manner with clients, colleagues and the community at large.
• Attend supervision meetings with the Director, Human Resources for the purpose of review of work expectations and performance evaluation.
• Ensures anti-racism objectives and community development policies of the organization are achieved;
• Performs other duties as required by the Director, Human Resources.

TECHINCAL COMPETENCIES

• Five years of Human Resources experience in a unionized environment
• University Degree in Business Administration, Human Resources or related field
• CHRP designation preferred
• Experience with supervising payroll/WSIB/EHT/CRA payments & reconciliations
• A solid understanding of HR practices and employment legislation.
• Ability to diagnose and successfully handle employee relations issues, exercising good judgment.
• Demonstrated ability to handle confidential and complex issues with discretion.
• Creative and resourceful. Strong problem solving and influencing skills
• Excellent administrative, communication and organizational skills
• Familiarity with the administration employee health benefits
• Experience in the administration of WSIB Claims & back to work programs
• Experience with the recruitment and selection process
• Experience in supervising and evaluating staff
• Experience providing internal customer service
• Well-developed listening and assessment skills
• Highly proficient in MS Office Suite and internet research
• Excellent writing and communication skills including effective coaching
• Excellent organizational and time-management skills, ability to meet tight deadlines
• Attention to detail
• Excellent knowledge, of computer software programs and the ability to coach others