Temporary - Human Resources/Scheduling Assistant

Job Summary:
We are seeking a highly organized and detail-oriented Human Resources/ Scheduling Assistant to join our team. This position will provide administrative support to the HR department and assist with various HR functions. The ideal candidate will have excellent clerical and customer service skills, as well as a strong attention to detail.

Duties:

Scheduling and Human Resources:

• Required to understand union contract parameters and limitations
• In collaboration with the Scheduler, creates the schedule for specifically assigned departments.
• Maintains the master schedule for assigned departments.
• Develops draft vacation lists for assigned departments to prepare for approval by Department team leads at end of March as per collective agreement.
• Monitors and plans for maintenance of staffing levels in consultation with both department supervisors.
• Posts staff schedule once approved by department supervisors, meeting collective agreement posting time line.
• Approves assigned departmenttime cards in StaffScheduleCare (SSC), notes any discrepancies to department supervisors.
• Responsible for call-ins when Calls when Call-in Scheduler leaves for the day, or is absent. Responsible to track call in for assigned departments on the shared network/Teams utilizing SSC systems.
• Reviews and records employee mutuals/giveaways in SSC for assigned departments.
• Completes the tracking of call ins and shifts not filled on the shared drive. Provides regular updates monthly to both DOCs of employees not meeting contract obligations for picking up call ins.
• Required to report a summary of vacant positions to the HR Manager on a bi-weekly basis.
• Coordinates time off in collaboration with all scheduling team members

Employee Recruitment and Exit from the Homes:

• Maintains a system of employee candidate applications for each department.
• Responds to the request for applications by Department Supervisors and prepares interview packages.
• Coordinates and attends interviews as needed or required.
• Conducts (or delegates) reference checks according to policy of the home.
• Prepares (or delegates) letters of offers for the Department Supervisor and notifies unsuccessful candidates.
• Maintains a file of resumes of people who were interviewed but not hired, noting reasons for not hiring.
• Responsible to complete Form 125-20 when an employee exits the Home, informing all applicable departments.
• Responsible for posting vacant positions on various platforms (online job search boards).

Orientation Program

• Coordinate orientation of placement students of the home from Colleges or Universities.
• Coordinates the Orientation Program and onboarding of new employees and ensuring content of the program and packages are reviewed regularly and current.
• Maintain employee records that meet ESA and MOHLTC requirements

Other:

• Inform Department Supervisors of mid and end probation dates for planning of performance evaluations (PE)
• Responsible to delegate any progressive discipline required to the Dept. supervisor as a result of outcomes in Attendance Management program.
• Keeps confidential records of disciplinary actions taken and tracking in StaffScheduleCare.com.
• Responsible for the overall operation of StaffScheduleCare.com Program and ensuring all employee information is current and the system is maintained. Provide training to ensure accuracy of documentation in the system.
• Filing is kept current and records are maintained for easy access.
• Responsible for maintaining employee mailbox lists (and monitoring employees who don’t check them).

Maintain confidential Health Records of employees in a separate file in the payroll office

Requirements:
-Bachelor's degree in Human Resources or related field is preferred, CHRP also preferred
- Proven experience in an administrative role, preferably in a Human Resources department
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite
- Strong data entry skills with a high level of accuracy
- Excellent organizational skills with the ability to prioritize tasks and meet deadlines
- Exceptional attention to detail and ability to maintain confidentiality
- Strong written and verbal communication skills
- Ability to work effectively both independently and as part of a team

Job Type: Fixed term contract
Contract length: 12 months

Salary: $22.00-$24.00 per hour

Expected hours: 37.5 per week

Benefits:

• Employee assistance program
• On-site parking

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• AEC / DEP or Skilled Trade Certificate (required)

Experience:

• Human Resources: 2 years (required)

Work Location: In person

Application deadline: 2024-04-19
Expected start date: 2024-05-20