Senior Manager, Human Resources

Location
Belleville, Ontario
Salary
As per salary grid + benefits, pension plan
Posted
January 15, 2019
Closes
March 16, 2019
Ref
2019-01-SSO
Function
Generalist
Job Level
Manager
Employment Type
Permanent
Hours
Full time
Designations Required/Preferred
CHRL, CHRP

JOB SUMMARY:

As a member of the Shared Services Office (SSO) Leadership Team and working under the general direction of the Chief Executive Officer, Human Resources (HR) plans, directs, audits, and evaluates specific services within the Human Resources Department to ensure the development of the overall structure, organization, and policies of the SSO. The Senior Manager, HR is responsible for the oversight of the HR team, as required. The Senior Manager, HR is responsible for planning, development, and evaluation of the department ensuring the most effective use of resources and that the needs of the SSO team and Membership Customers agencies are being met appropriately. Furthermore, the incumbent stresses innovation, collegial support, cooperation, and a sense of community within an integrated service model. All activities are carried out in support of the SSO’s mission, vision, values and strategic directions and in accordance with relevant legislation.

A.    RESPONSIBILITIES AND DUTIES:

1.     Responsible for ensuring the provision of client-centered services consistent with the mission, values and strategic directions of the SSO:

  • Defines department goals that are consistent with the SSO’s philosophy and objectives, developing effective implementation plans and recommendations for revisions based on an outcome measurement system
  • Makes service and administrative recommendations to the Chief Executive Officer
  • Participates in and directs decisions regarding HR delivered services
  • Functions as the first point of contact for all matters arising out of the employer/employee relationship, ensuring each of the parties are aware of all options available for resolution
  • Represents management in the establishment and maintenance of professional and harmonious relationships with employees, external contacts, and bargaining agents  

2.     Human Resources Management:

  • Provides interpretation and advice on policy and procedure administration, employment law, and relevant legislation, as required
  • Provides advice and consultative services to the SSO and the Membership Customers in the resolution of sensitive, complex, and/or contentious employee issues
  • Advises the SSO and the Membership Customers on the formal investigation process into reported allegations, conducts and/or attends investigation meetings, prepares all relevant documentation and advises on the appropriate course of action to address the issue
  • Surfaces relevant Human Resources issues with the CEO for collaborative resolution and/or escalation, as required
  • Advises Membership Customer managers regarding hours of work agreements and creates documentation to be agreed to by both the bargaining agent and employer
  • Assists the Human Resources Generalists in the coordination of the interview process for leadership positions, as required, providing expertise and support to the hiring manager and panel members and assists in determining successful candidates ensuring adherence to relevant legislation and policies and procedures
  • Collaborates and consults with SSO and Membership Customer leadership to address specific performance management issues through the development of formal Performance Management Plans
  • Participates in performance management meetings, mediating discussions, as required, and prepares resulting documentation for the duration of the plan
  • Conducts grievance meetings with the necessary parties, creating responses and attending discipline meetings up to, but not including dismissal
  • Provides advice and consultation to SSO and Membership Customer leadership in the management of short-term and long-term absences, early and safe return to work and workplace accommodations or modifications, ensuring adherence to relevant legislation, SSO and customer policy and procedure and common law 
  • Receives and assesses the adequacy of medical documentation supplied by employees, making written requests for additional information, as required
  • Oversees the design and development of detailed accommodation and return to work plans on a case-by-case basis in collaboration with employees and managers
  • Conducts return to work and accommodation meetings, revising plans, as required
  • Liaises with insurance carriers regarding return to work plans and claims outcomes
  • Liaises with insurance carriers for the resolution of issues regarding employee’s benefits coverage
  • Completes Workplace Safety and Insurance Board (WSIB) documentation on behalf of the employer ensuring information is timely, complete and accurate and liaises with them regarding claims
  • Responds to employee inquiries regarding interpretation and application of sick, vacation and mental health hours policies and procedures
  • Discusses short and long-term leave options with employees providing expertise and support
  • Ensures confidentiality and secure storage of employee information

3.     Planning and Evaluation:

  • Collaborates with the SSO Senior Leadership Team to develop annual service budget
  • Serves as cost center manager to administer annual team budget, monitor service related expenses, authorize expenditures within approved budget lines, as per policy, and performs variance analysis, as required
  • Develops proposals and business cases for major expenditures and capital purchases, as required
  • Collaborates with the SSO Senior Leadership Team in the allocation of resources for efficient service delivery
  • Completes annual strategic planning sessions with the HR team to align direction of department with overall SSO and regional AMH strategy
  • Ensures compliance with funding requirements within the team and within the customer agencies
  • Leads the evaluation of departmental processes and procedures to ensure operational efficiency in service delivery
  • Leads team and customers through service evaluations  

4.     Directs and guides the professional development of service staff:

  • Provides supervision, leadership and direction to staff, students and volunteers, as appropriate, ensuring adherence to client service policies and procedures
  • Mentors, coaches, monitors and directs members of the HR department on implementing strategies to reach performance benchmarks and professional relationships with team members, coworkers, customers, and community partners
  • Educates staff about best practices and monitors ongoing implementation of practices
  • Administers education surrounding human resources policies and procedures such as Attendance Awareness, Performance Management, Employee Discipline and Termination, etc., to enhance the professional development of staff, create efficiencies, and resolve conflict
  • Ensures job descriptions are current, revising and developing as required, incorporating staff input and best practice, to meet the needs of the service
  • Conducts performance reviews of direct reports, identifying areas of professional growth to assist individuals with their development
  • Promotes an environment of continuous learning with an emphasis on enhancing and supporting staff capacity building through conducting and/or arranging staff development opportunities and collaborating with human resources to identify, plan and execute mandatory and job-related training
  • Initiates and directs the recruitment and selection process in accordance with the SSO employment policies and collective agreement provisions
  • Develops, implements, monitors and evaluates processes to orient students and new staff to the team
  • Develops and monitors processes to ensure employees remain informed as to SSO and Membership Customer agency plans, objectives, and status updates
  • Approves schedules and absence requests for direct reports, ensuring appropriate staffing levels and daily assignments, and accurate timely completion of all documentation required by Payroll
  • Fosters high employee morale through encouragement of staff participation in activities and open communication
  • Conducts pay equity analyses and manages seniority lists for all Membership Customers, as required

5.     Participates in Strategic Planning:

  • Assists in the development and dissemination of the SSO Strategic Plan and ensures its implementation and ongoing monitoring with the SSO Leadership team, reporting any potential obstacles to successful achievement to the Chief Executive Officer
  • Participates in SSO planning with the Leadership Team
  • Recommends to the Chief Executive Officer human resources services and delivery models which are consistent with SSO and agency needs, Local Health Integration Network recommendations
  • Works with the SSO Leadership Team to effectively position the SSO as a leader across all agency supported services
  • Plays a central role in the development of regional human resources policies, standards, operating plans, budgets and funding proposals
  • Participates in the development and production of submissions to the LHIN/MOHLTC or other funding bodies
  • Collaborates with the SSO Leadership Team to develop and provide oversight to quality assurance / improvement and risk management policies and programs

6.     Participates in SSO-wide client services and administrative planning and development:

  • Provides input to Senior Leadership in the development of the SSO’s strategic objectives
  • Resolves issues related to resource allocation, services, facilities and employee relations, consulting with Senior Leadership
  • Independently or through collaboration with Senior Leadership, develops SSO policies and procedures.
  • Prepares and submits written and verbal reports summarizing significant activities of services to Senior Leadership, as required
  • Supports Senior Leadership in initiatives to gain acceptance and commitment from staff members to vision, mission, values and objectives of the SSO
  • Researches new funding sources and prepares proposals for submission to Senior Leadership
  • Provides Leadership Team representation on SSO and Membership Customer committees, as needed
  • Presents a positive role model to all Agency staff and demonstrates support for the philosophy of the SSO
  •  Ensures overarching best practices are incorporated within all areas of service delivery

7.     Health and Safety:

  • Promotes and maintains client and staff safety by monitoring the culture and ensuring adherence to all relevant safety standards, policies and protocols of the service, SSO, the Membership Customers, and provincial regulations, such as the proper use of personal protective equipment and adherence to infection prevention and control practices, etc.
  • Participates in the development, implementation and evaluation of the SSO risk management system ensuring adherence to evidence informed practice
  • Identifies risks and potential risks through Occurrence and Incident Reports, conducting analysis to ensure exposure/risk minimization, responding to critical incidents and sentinel events, implementing risk reduction strategies for clients and staff
  • Ensures mandatory safety training is received by all staff and that relevant drills are carried out in accordance with SSO and customer agency policy and procedure
  • Identifies maintenance needs of property and equipment to the appropriate administrative area for resolution
  • Ensures Leadership representation on SSO safety committees such as Joint Health and Safety and Emergency Planning
  • Acts as a role model to colleagues, customers, and other staff in promoting evidence informed health and safety practices

B.    TEAM/SSO RESPONSIBILITIES:

  • Provides timely and concise communications to team members, the SSO, and Membership Customer teams regarding services and SSO initiatives
  • Maintains and develops own professional competency to remain current with evidence-based practices in the mental health field through continuing education, sharing and disseminating information with Agency staff and incorporating into services delivery as appropriate
  • Maintains all required documentation according to SSO standards

C.    COMMUNITY OUTREACH, LIAISON, and COLLABORATION:

  • Communicates information regarding other relevant community resources to other staff and community partners, as appropriate
  • Participates in community planning and development committees as appropriate
  • Advocates for systemic changes

D.    EDUCATION and EXPERIENCE:

  • University Degree in Human Resources/Labour Relations or a relevant area of studies, preferably at a Master’s level and registration with the Human Resources Association of Ontario
  • Five years of progressively responsible experience in human resources preferably in a community services or healthcare setting
  • Experience in administration, staff supervision, fiscal management, and service development utilizing a participatory management style
  • Experience leading team through change management initiatives
  • CHRP designation required, CHRL designation preferred
  • Current First Aid/CPR, Crisis Prevention and Intervention, and Applied Suicide Intervention Skills training an asset  

KNOWLEDGE, SKILLS and ABILITIES:

  • Sound working knowledge of and demonstrated ability to interpret and apply current employment legislation such as, but not limited to: Employment Standards Act, Human Rights Code, Occupational Health and Safety Act, etc. as well as common law in these areas
  • Sound working knowledge of and demonstrated ability to apply practices and policies in the functional areas of human resources such as, but not limited to: employee relations, recruitment and selection, performance management, attendance management, compensation and benefits, accommodation and return to work, training and development
  • Strong interpersonal, communication, interviewing, and presentation skills
  • Strong problem-solving and analytical skills
  • Excellent customer service, client relations focus with demonstrated ability to appropriately respond to difficult or emotional people or situations and confidential information with diplomacy, tact and sound judgment
  • Detail oriented with demonstrated editing and proof-reading skills
  • Ability to function under pressure and demonstrate discretion, integrity and fair mindedness
  • Excellent organizational and prioritizing skills with the ability to multitask in a fast-paced environment and observe deadlines
  • Ability to compile, prepare and maintain detailed records and reports accurately and efficiently
  • Demonstrated proficiency in the use of an integrated human resources/payroll system, database, word processing, spreadsheet, presentation and communication computer applications; MS Office preferred
  • Adaptable and flexible with the ability to work autonomously as well as collaboratively in a team environment
  • Required to provide a satisfactory criminal reference check prior to hire
  • Driver’s license, access to reliable vehicle, and regional travel required  

Disclaimer: 

Because of the changing nature and work to be done, this job description is not designed to cover or contain a comprehensive listing of the activities, duties or responsibilities required of the incumbent. Furthermore, Key Performance Indicators will be created, in time, for this position.

The incumbent may be asked to perform other duties as required.