Job Posting 89634

Administrator, Human Resources
London Public Library
London area
London
closing today (Wed, 30 Nov)
full time - temporary / contract

LPL strengthens people and neighbourhoods by creating connections that enrich lives, inspire discovery, foster creativity, and expand possibilities.

 

Join us as our new:

 

Administrator, Human Resources

 

This is a Temporary Full-Time up to 15 months opportunity.

 

 

PURPOSE OF THE ROLE

 

Reporting to the Director, Human Resources, the Administrator, Human Resources provides consultation and support on a variety of human resource matters to Directors/Managers, Supervisors and employees to ensure sound and consistent human resource practices and compliance with legislation, London Public Library policies and contractual agreements; including administering the recruitment and staffing process as well as the employee benefits, disability and leave of absence process.

 

The Administrator, Human Resources models behaviours and actions consistent with London Public Library’s Mission, Vision, Values and Service Excellence Model. Ensures confidentiality and safeguarding of information in all human resources practices.

 

KEY ACCOUNTABILITIES:

 

Employee Relations / Customer Service – 5 %

  • Receives and responds to inquiries and provides advice to employees with respect to benefits, employment policies, Collective Agreement and information about job vacancies. Refers out-of-scope questions and issues to the Director, Human Resources.
  • Maintains detailed knowledge of Collective Agreement in order to ensure compliance with agreement, knowledgeable consultation to Supervisors / Managers / Directors, and clarity for employees when necessary.
  • Ensures confidentiality of all employee issues relating to all human resources matters.
  • Assists the Director, Human Resources with the revision, documentation and communication of Human Resources procedures.
  • Participates in Joint Health and Safety Committee and other joint union-management committees as assigned by CEO.
  • Administers the staff retirement and long-term service staff recognition program.

 

Employee Recruitment and Staffing 50%

  • Implements and coordinates the recruitment and selection process for the Library system wide. Develops staffing plans in collaboration with Managers / Directors to ensure timely placements and efficiencies in various departments and the fulfillment of anticipated needs.
  • Utilizes various channels for recruitment within budgetary limitations.
  • Undertakes a range of recruitment and staffing activities:
    • Screens applications to identify qualified candidates.
    • Leads the process to prepare structured interview questions in collaboration with the Managers/Director.
    • Participates in interviews with department Managers/Directors. Provides recommendations for hire.
    • Collaborates with the Supervisors conducting Page interviews to ensure that Library human resources policies and procedures are followed.
    • Co-ordinates schedules and meeting place for interviews.
    • Performs reference checks and communicates findings.
    • Performs background checks and/or ensures completion of Police checks and follows up as required.
    • Upon approval for hire by the hiring manager, prepares offer letters and extends verbal and written offer of employment to employees.
    • Enters all new hire/transfer/promotion/termination information into the Human Resources Management System.
    • Communicates hiring decision to other interviewed candidates not selected for hire. Places announcement on the Intranet to all staff to advise of new appointments.
    • Conducts the HR portion of employee orientation that relates to benefits, pension etc. and ensures policy review is completed in a timely manner.  
  • Works collaboratively with the Administrator, Training & Development, and hiring Director/Manager/Coordinator to arrange orientation to the Library.
  • Handles the posting and filling process for job vacancies in accordance with Library employment policies and procedures and the Collective Agreement.
  • Handles processes relating to hiring, transferring, retirement and termination of employees. Tracks probation and trial periods as outlined in the Collective Agreement.
  • Prepares letters, issues cheque requisitions as applicable for Retirees and resigning employees.
  • Keeps Library organizational chart current and post to the intranet when changes are made.

 

Benefits, Insurance, and Pension Administration – 15%

  • Conducts the new permanent hire employee orientation as it relates to benefits, insurance, pension etc. Distributes all benefit enrollment materials.
  • Directly inputs benefit enrollments/changes/terminations into the insurer’s database, as well as HRMS, and completes any documentation required by the insurer.
  • Ensures documentation of all employee benefits information, employee enrolment and termination.
  • Provides necessary group benefit reports for allocation/billing charges to Financial Services. Inquires with insurer regarding any discrepancies as applicable.
  • Responds to benefits inquiries from employees on plan coverage, benefits enrollments, status changes and other general inquiries. Assists employees regarding benefits claim issues.
  • Administers the education allowance tuition reimbursement program.

 

Leave of Absence, Disability, Health & Safety and WSIB Administration – 20%

 

  • Processes and administers all leave-of-absence requests and disability paperwork: medical, personal, disability and ESA Leaves, and completes any documentation required by the insurer.
  • In collaboration with the Director, Human Resources and the respective Managers/Directors, manages absenteeism due to illness or disability cases.
  • Liaises with the insurer when applicable. Complete insurer employer’s statement, applications for premium waivers for life and AD&D insurance.
  • Provides support to employees off ill with serious illness or injury. Maintains contact with employees, respond to inquiries and takes appropriate action.
  • Partner with Supervisors/Managers and external resources to coordinate the gradual return to work plan based on functional limitations and restrictions and arrange suitable accommodation placements. Continue to monitor and modify the plan as needed to ensure a successful full return to work.
  • Refers out-of-scope return to work plans, and leaves to the Director, Human Resources.
  • Identify employees in non-compliance with medical requirements and refer to absenteeism program.
  • Tracks workplace injuries, conducts analysis, develops corrective action plans and provides statistics / reports to Director, Human Resources.
  • Advises the Director, Human Resources and / or the CEO of serious infractions immediately.
  • Ensures the security and retention of all Health and Safety Committee information.
  • Assists the Director, Human Resources with developing procedures for health and safety processes in compliance with legislative requirements.
  • Administers the Workplace Insurance and Safety Board (WSIB) process by gathering accurate information regarding the workplace injury and submitting initial WSIB claims form and any subsequent required documentation within the necessary timeframes;
  • Liaising with the WSIB Claims Adjudicators to clarify and resolve issues and concerns; monitoring progress of the claim, communicating with and providing support to, employee and his/her respective Director, Manager and/or Supervisor.
  • Tracks and analyses WSIB incidents.

 

Records Management – 10%

 

  • Assists with the management of paper and electronic human resources records (including employee records, job descriptions, agendas and minutes of committees, etc.), by performing work such as: inputting of data / records into database(s); maintaining filing classification system; doing content inventory; preparing records for archiving/storage; retrieving records as required; and withdrawing / deleting records according to retention and disposition schedules. Responds to internal information enquiries.
  • Ensures confidentiality, maintenance and retention of employee personnel files as per Library policy and relevant legislation. Ensures that personnel information is appropriately safeguarded and, under the direction of the HR Director, releases information in response to requests for personal information.
  • Uses the Human Resources Management System in performance of HR work including records management.
  • Tracks HR metrics.
  • Communicates human resources information, such as procedural updates, to the organization as appropriate.
  • Maintains HR department content, such as policies, procedures, updating staffing information etc. on intranet ensuring that it is current and accurate.

 

Other

  • Keeps current in the field of Human Resources through continuing education, attendance at conferences and workshops, participation in professional associations, and by reading professional literature.
  • Actively participates in various committees and projects, as assigned.

 

Performs other related duties as assigned.

 

QUALIFICATIONS:

 

Education

  • CHRP Designation Required
  • University degree in Business or Human Resources required

 

Experience

  • Minimum of two (2) years Human Resources experience. Experience in a unionized environment is an asset.

 

Key Competencies: Knowledge, Skills, and Abilities:

 

Behavioural

  • Excellent organizational skills. Proven ability to multi-task and work accurately with attention to detail in a busy environment. Ability to meet deadlines.
  • Excellent interpersonal skills and the ability to build beneficial relationships with key internal and external stakeholders.
  • Demonstrated ability to work independently and collaboratively in a team environment.
  • Effective communicator with good written and verbal skills.

Technical

  • Demonstrated understanding of the theory and practice of Human Resources Management.
  • Advanced computer skills with proficiency in Microsoft Office programs, including Word and Excel. Human Resources Management System experience preferred.

Other

  • Valid driver’s license.

Working Hours:

  • Usually work a standard 35-hour week.
  • Occasional evening or weekend work (no shift or premium paid).

 

Salary to commensurate with education and experience.

 

This is an Excluded position from the Bargaining unit.

 

This position works 100% on site in office to be able to support our public service staff.

 

Candidates are requested to submit a detailed resume outlining experience and qualifications by November 30, 2022 to:

Please visit our website at: http://www.londonpubliclibrary.ca
No phone calls please. We advise that only candidates selected for an interview will be contacted.

 

The London Public Library will provide accommodation to applicants with disabilities in its recruitment processes upon request consistent with the Ontario Human Rights Code and the AODA regulations.

 

Applicants for employment, who have been provided with a conditional offer of employment will be asked to provide proof of full vaccination against COVID-19, or provide a written attestation of a medical reason(s) or Ontario Human Rights Code reason(s) for not being fully vaccinated against COVID-19.

 

Applicants for employment, who have been provided with a conditional offer of employment will be asked to provide, at his or her own expense, a satisfactory Police Vulnerable Sector Check and/or Police Information Check, as applicable.

 

While we appreciate all applications received, only those invited for an interview will be acknowledged. Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act and will be used only to determine eligibility for employment.
We are an equal opportunity employer.

 

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