JOB SUMMARY:
This position is responsible for the duties and management in the administration office, payroll and human resources. This role is responsible for maintaining the WCB program, the benefits program, ensuring personnel files are accurately maintained, supporting employee moral initiatives including employee of the month and
assists with the recruitment process for the Department Managers. This position has 2 administration assistants that will directly report to them.
TYPICAL DUTIES AND RESPONSIBILITIES:
Human Resources Admin
Maintain and update employee personnel files to ensure accuracy and confidentiality.
Track, order, and stock human resources forms and office supplies.
 Archive historical payroll and benefits documents in compliance with record retention policies.
Prepare and issue employment-related correspondence upon request, including: Letters of employment, Portability letters, and Payroll or benefits-related documentation.
Coordinate and edit the quarterly staff newsletter, ensuring timely distribution and engagement.
Monitor probation hours and notify department heads as employees near completion. Issue probation completion letters to eligible staff.
Recruitment and Onboarding Process:
Coordinate and facilitate the full recruitment process:
Post job openings internally and externally per the Collective Agreement.
Collect and screen applications.
Arrange interviews for department heads.
Prepare interview questions and documentation.
Participate in interviews to support department leads.
Conduct follow-up communication with all candidates.
Extend job offers and prepare offer letters.
Schedule and lead onboarding activities for new hires.
Ensure completion and distribution of all new hire documents.
Labour and Employee Relations
Provide support to department managers in interpreting and applying the Collective Agreement.
Offer guidance on general HR-related inquiries.
Assist the Site Leader in conducting workplace investigations.
Draft Letters of Expectation as needed.
Represent the employer in union-related matters, including participation in Union-Management Committee meetings.
Benefits
 Enroll new plan members who are eligible for benefits or group RRSP
 Maintain existing employees
 Contact for group Source (employee benefit program)
 Contact for Great West Life (group RRSP)
WCB
 Responsible for receiving and advising appropriate individuals of any and all WCB claims
 Maintain records on each WCB claim
 Ensure all documents are filed in a timely and appropriate manner
 Support modified work program
Payroll
 PGI software (will be transitioning to ADP)
 Ability to support department heads with PGI requests
 Maintain and ensure that all master schedules and shift codes are correct with position numbers
and names
 Liaison and support for department heads between corporate payroll and PGI
 Review PGI submissions before sending to corporate payroll
 Submit to Payroll any employee changes (classification, FTE, resignation, termination, hire)
 Any other duties as assigned
Communication Expectations for Leadership Roles:
 Escalate information to Administrator/ Director of Care:
o Family complaints
o Staff concerns brought forward by staff
o Staff concerns brought forward by others
o Staff concerns observed
o Anything out of the day-to-day routine
 General Communication Protocol
o All financial considerations will require communication with Administrator or designate
in absence
o Any changes to programs or operations within your department are to be shared with
the Leadership Team
o Follow up communication – ensure that all follow up is communicated to appropriate
individuals
HEALTH AND SAFETY RESPONSIBILITIES:
 Are responsible to read, understand and comply with company's Health & Safely program
 All staff to be aware of safely policy
 Promote Health and Safety awareness
 Cooperate with employer through involvement in all aspect of the Health and Safety program
 Use safe work procedures
 Responsible to take every reasonable precaution to protect the Safety of themselves, other
workers in their area and the public
 Report near miss, injury equipment damage accident to their supervisor immediately and
complete required reports
 Report unsafe work conditions
 Report unsafe acts
 Make safety suggestions
 Set a good example
QUALIFICATIONS AND EXPERIENCE:
 be able to read, write legibly and speak English clearly
 good computer skills and clerical skills are required
 demonstrate good organizational skills, efficient work habits, and excellent social skills
 high level of attention to detail
 minimum of 2 years' experience working in a business environment
 experience working in Human Resources an asset
 equivalences may be considered
EQUIPMENT USED:
Personal Computer, printer, telephone, photocopier, facsimile, and calculator.
PHYSICAL DEMANDS:
This position requires certain amount of standing and sitting. During the employee's normal routine,
she/he may lift a maximum of 30lbs,

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