JOB TITLE: Human Resources Assistant
JOB SUMMARY: The Human Resources Assistant will play a pivotal role in managing the new hire lifecycle, including onboarding, position changes, and terminations, while maintaining compliance with clearance protocols such as HUB and SRAT. The role will require a high level of communication and flexibility while multitasking in a very detailed high pace environment. The Human Resources Assistant will bring strong organizational skills, a collaborative mindset, and the ability to streamline HR processes to support the organization's strategic goals.
REPORTS TO: Director of Human Resources and or Designate
KEY DUTIES & RESPONSIBILITIES:
1. Recruitment and Onboarding:
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Assist in interviews, pre-screening, reference checks and other recruitment process when required.
- Support with creating offer letters for candidates in collaboration with managers and HR Directors as requested.
- Oversee the end-to-end onboarding process for new hires, including preparation and orientation schedules and shift confirmations.
- Ensure accurate collection and verification of all required documentation, such as identification, certifications, and other employment forms.
- Collaborate with hiring managers to align onboarding timelines and expectations with the organization’s values.
2. HUB Clearance:
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Coordinate and monitor the HUB clearance process, ensuring all required information is submitted and verified promptly.
- Liaise with relevant program managers to resolve any discrepancies or delays in the clearance process to ensure compliance.
- Conduct necessary follow-ups to attain all HUB forms.
- Conduct and record reference checks.
- Maintain accurate records of HUB clearance statuses.
3. SRAT’s Clearance:
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Manage the SRAT’s clearance process to ensure all new hires meet organizational and regulatory compliance standards.
- Conduct necessary follow-ups and track progress to expedite the clearance process to ensure compliance.
- Communicate with stakeholders to address questions or concerns regarding SRAT’s clearance.
- Maintain accurate records of SRAT’s clearance statuses and escalate if needed.
4.OFL Administration Management:
a. Manage all aspects of OFL (Organizational Framework for Learning) administration, including communication and attendance tracking.
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Review and monitor OFL training certifications onto the organization's Share Vision platform ensure compliance.
5. Employment Life Cycle Management:
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Administer all position changes, terminations and distribution of employment letters.
- Oversee all shift confirmation administration, including new hire shift confirmation, shift change requests, employee name changes, address changes, SIN updates, exit requests and ROE requests.
- Process administration on approved leave and return to work requests.
- Maintain accurate and complete personnel records, ensuring compliance with organizational policies and legal requirements.
6. Employee Retentions and Engagement:
- Coordinate employee recognition and incentive programs to promote engagement and morale.
- Assist in planning and executing staff appreciative events and recreational activities
- Promote an inclusive and supportive workplace culture aligned with the organization’s goal.
- Create initiatives to enhance employee satisfaction, well-being and retention.
- Assist in engagement surveys, analyzing results to identify trends and areas for improvement.
7. Employee Records and Compliance:
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Maintain accurate, up-to-date and organized filing system for employee records, clearance documents, and onboarding paperwork to ensure compliance.
- Monthly audit all trackers to ensure compliance with company policies and legal requirements.
- Review and maintains work permit records, providing timely updates on upcoming expirations to prevent compliance issues.
- Reporting and Process Improvement:
- Generate reports on onboarding metrics, clearance timelines, overall process efficiency and other HR metrics.
- Identify areas for improvement in the onboarding and clearance processes, recommending and implementing solutions to enhance efficiency and employee experience.
8. Reporting and Process Improvement:
a. Generate reports on onboarding metrics, clearance timelines, overall process efficiency and other HR metrics.
b. Identify areas for improvement in the onboarding and clearance processes, recommending and implementing solutions to enhance efficiency and employee experience.
9. Training and Development:
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Develop Share Vision training and development materials by utilizing content provided by the facilitator. This includes building training courses and acknowledgments, and accompanying competency quizzes.
- Track attendance and maintain records for compliance and development purposes.
- Collaborate with training vendors and internal subject matter experts to deliver high-quality training sessions.
- Provide recommendations to address skill gaps through training opportunities.
- Track and record timely updates for mandatory trainings and certifications.
10. Administrative and Process Support:
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Maintain HR systems and databases, ensuring accurate and timely data entry.
- Assist with extra projects as required to support organizational objectives.
- Plan and assist with the coordination of staff events and recreational activities.
- Assist in planning and organizing and attending recruitment fairs as requested.
- Record minutes of the meeting when needed.
- Work with HRBP/ HR Director on new HR projects, including updates to websites, social media platforms, newsletters from time to time
- Contribute to the overall Health and Safety office program, including record keeping. Participate in OH&S drills and inspections, as required.
11. Retention Management:
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Complete administration for ROE requests to ensure compliance.
- Complete administration for exit requests to complete terminations in SV.
- Assist and document exit interviews when requested.
12. Employee & Labour Relations:
a. Support employee and labour relations matters within a unionized work environment, including employee concerns, workplace issues, and grievances.
b. Assist with the documentation, tracking, and resolution of employee grievances in accordance with collective agreements, organizational policies, and applicable legislation
QUALIFICATIONS AND SKILLS:
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Post-secondary certificate in Human Resource and or equivalent work experience.
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A minimum of one (1) year of recent experience in human resources or administrative roles.
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Proficient in advanced computer skills, including Microsoft Outlook, Teams, Word, Excel, and PowerPoint.
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Familiarity with database management programs or HRIS systems, with hands-on experience.
- Excellent interpersonal and communication skills with an ability to interact with a diverse group., both verbal and written.
- Superior organizational skills and the ability to multitask in a fast-paced environment.
- Familiarity with HR best practices, labour laws, collective agreement and BC regulations is preferred.
- Excellent attention to detail and follow-through on assigned tasks while meeting deadlines.
- Practical experience in managing the complete employment cycle.
- Ability to maintain confidentiality and diplomacy with a high level of professionalism.
- Ability to work in a team environment with the ability to interact well with others at all levels and across departments in a positive manner.
- Ability to meet intensive and changing deadlines.
Why join Pacific Coast Children’s Resources?
PCCR offers work you can feel fulfilled by through quality programs and services to people who live with disabilities that promote independence, self-growth, and community integration. PCCR is steadily growing, creating dynamic environments to work and learn. We encourage you to partner with us in fostering healthy, energetic lives by showcasing your passion for care, connecting to the communities we serve, and collaborating in our culture of teamwork that makes PCCR a great place to work.
What we offer:
Community involvement
An inclusive, supportive work environment
Competitive Salary $52,000 – $ 58,000 per annum
Comprehensive Medical, Dental, and Vision care benefits package.
Career development opportunities
We believe that a strong commitment to diversity & inclusion enables us to truly make services better for everyone. We encourage applications from Indigenous peoples, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities. Our goal is to ensure at every interaction all are welcome, comfortable, and safe.
At Pacific Coast Children’s Resources, we understand that experience comes in many forms. We’re dedicated to adding new perspectives to the team – so if your experience is close to what we’re looking for, please consider applying.
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