Job Description

Total Rewards is made up of Benefits, Compensation, Payroll and Pension areas that bring innovative practices from industry and health care jurisdictions into the context of Unity's Human Resources Department. The primary role of Total Rewards is to research, establish, maintain, evaluate and implement a wide range of comprehensive and competitive compensation and benefits programs, structures and systems to assist in attracting, retaining, promoting and developing employees of high quality, ability and potential.

The Total Rewards (TR) Assistant acts as the first point of contact for customer service and transactional support activities related to Human Resources as well as back office administration of employee records and communication.

Responsibilities & Activities

Customer Service

• Acts as first point of contact for employee inquiries in person, via the central email, or central phone line.
• Maintains central HR email inbox with high level of organization, ensuring that general questions are answered or forwarded to the appropriate HR personnel for response
• Completes address and emergency contact changes
• Maintains FAQ documentation for all recurring inquiries to ensure accurate/standardized responses;
• Maintains a general understanding of HR policies and procedures in order to guide responses or escalation decisions.
• Provides support in answering general questions related to life event changes as well as, providing policy/procedure guidelines related to employee's issue(s);
• Stays up to date regarding upcoming initiatives in HR and takes the initiative in creating documentation necessary to support staff inquiries;

Employee Record Maintenance

• Ensure employee personnel records files (active and terminated) are maintained with all updated documents generated from other areas of HR - (benefits, compensation, and talent acquisition).
• Maintains the filing of all paper and electronic documentation to ensure documents are filed in a timely manner
• Point of contact for missing or locating personnel files for HR staff
• Arranges for the retrieval of terminated files from the off-site location
• Accountable for the file management of both active and terminated files in which files are purged and re-located off site when appropriate.

Administrative Duties

• Prepare Letters of Employment upon request form employees for mortgage and hours worked purposes.
• Facilitates mail distribution and retrieval and arranges for couriers as required
• Maintains and orders office supplies
• Arranges maintenance requests as required
• Accountable for Iron Mountain purging of files and retrieval
• Administration of Bikes, Parking, Lockers, Gym
• Changes to employee addresses and emergency contact information
• Shop IT requests
• Accountable for the quarterly Overage age 65/70 process of notifying employees of change to benefits and life insurance
• Accountable for the Annual Overage Dependent process in which there may be impacts to dependent children's' coverage between the ages of 21-25. Facilitate changes as a result of this process on the benefits carrier system and our HRIS/Payroll system
• Maintains the administration required to update systems related to the completion of performance appraisals

Performs and other duties as assigned and/or requested.

• All staff are expected to carry out their assigned duties and responsibilities in a manner which prioritizes patient and employee safety and confidentiality. Key accountabilities in this regard include:

• Strict compliance with patient/employee confidentiality practices and policies
• Strict compliance with patient/employee safety practices and standards.
• Appropriate identification, reporting and response to patient/employee confidentiality breaches in accordance with established policies and procedures
• Appropriate identification, reporting and response to patient/employee safety risks and incidents/events in accordance with established policies and procedures.

Knowledge & Skills

• Graduate of an Human Resources Management program in a recognized post-secondary institution or a Business Administration program with an HR focus, preferred;
• CHRP or working towards CHRP designation, or other HR related designation, an asset;
• 2-3 years in a customer service role (with demonstrated strong customer service focus) ,HR background preferred;
• Familiar with Employment Legislation, and Human Rights Code;
• Familiar with collective agreements;
• Proficient in MS Office Software applications/programs, familiar with in-house business systems (e.g. GHR/S3);
• Able to multi-task conflicting priorities and meet tight deadlines;
• Able to work in a fast paced and constantly changing environment;
• Possess strong interpersonal skills, able to interact with all levels of staff within organization;
• Possess a strong work ethic;
• Self-motivated, results driven with attention to detail;
• Strong analytical, organizational, problem-solving and decision making skills;
• Maintain a high degree of confidentiality and professionalism;
• Team player while able to work independently;
• Able to work a flexible rotating work schedule.