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Job Duties & Responsibilities:
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Under the direction of the Executive Director, the Human Resources Specialist recruits, trains, and oversees staff onboarding. The Specialist plays a critical role in ensuring seamless Human Resources operations, accurate payroll reporting, and exceptional support for our clinical and administrative teams. This role manages the full employee lifecycle from onboarding and credentialing to payroll and compliance maintenance, while contributing to an organized, people-centred Human Resources function.
This position is a vital link between staff and leadership. This role provides administrative and other required support to the Executive Director and hiring Managers about onboarding, employee file management and ensuring that Hospice Quinte maintains an environment that enables employees to deliver compassionate care.
This position requires a sound knowledge of issues related to recruitment, onboarding, training, labour relations, policy development and legislative compliance along with excellent organizational skills and the ability to communicate effectively.
Responsibilities and Duties
The statements below reflect the general details considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all work requirements that may be inherent in the job. Other duties may be assigned as required.
Human Resources Operations and Support
•Ensure client confidentiality is maintained at all times
•Manage full onboarding process for all clinical and on-clinical staff
•Support performance management processes, role changes, and offboarding administration
•Serve as liaison between management and union representatives
•Provide guidance to managers on the interpretation and application of the collective agreement
•Track and support the coordination of grievance responses, meeting preparation and documentation
•Monitor compliance with collective agreement provisions regarding scheduling, seniority, job postings and leaves of absence.
•Assist in employer preparations for collective bargaining
•Support managers through performance, attendance, and progressive discipline processes, ensuring documentation aligns with collective agreement and legislation
•Prepare and administer employment contracts and related onboarding documentation.
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•Maintain up-to-date staff credentialing records (license, police checks, CPR, immunization).
•Provide training or orientation to managers of HR policies, collective agreement requirements and best practices supervising unionized employees.
•Monitor compliance with collective agreement provisions regarding scheduling, seniority, job postings, and leaves of absence.
•Maintain accurate seniority lists and ensure required postings are completed on time.
•Assist in employer preparations for collective bargaining.
Payroll Reporting and Support
•Supports payroll administration through weekly reporting
•Serve as the primary point of contact for employee payroll inquiries and ensure resolution.
•Conduct payroll analysis, explanations, and variance reviews.
Compliance and Risk Management
•Monitor and track regulatory requirements, certifications and expiry dates
•Ensure PHIPA and HR policy compliance across employee documentation
•Maintain workplace health and safety documentation and WSIB claims coordination
•Ensure all required annual employee education is completed in a timely manner
Process Improvement and Growth
•Identify opportunities to streamline onboarding, system workflows, and HR documentation.
•Support HR policy development and annual updates and implementation
•Assist with workforce planning and recruitment coordination as needed.
•Develop and maintain process to review applications, check references and interview potential candidates for various positions within the hospice.
Data Collection and Management
•Ensure all statistical records are updated regularly
•Maintain all employee files
•Ensure the scheduling, completion and filing of annual performance appraisals.
•Collect and track employee sick notes and return to work dates along with developing return to work plans.
Organizational Responsibilities
•Participate and contribute to encourage and support activities which promote effective team functioning throughout Hospice Quinte
•Participate in assigned Hospice Quinte activities, events, and committees
•Demonstrate appropriate boundaries with staff, volunteers, clients, and members of the community
•Attend meetings, conferences, and training as required
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Qualifications:
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Post secondary education in Human Resources.
3 years of experience (preferably relevant experience in the non-profit or healthcare sectors)
Experience in developing, implementing, and maintaining human resources policies and procedures.
Professional experience working within collective bargaining agreements.
Experience in recruitment, retention and employee relations
Strong knowledge of collective bargaining agreements
Awareness and knowledge of privacy and confidentiality issues regarding client care and information
Clear understanding of professional boundaries with employees and clients
Strong people skills with focus on collaborative work style
Excellent interpersonal skills including effective listening skills
Excellent analytical, organizational, time management, and problem-solving skills
Ability to work independently and with supervision
Excellent communication (verbal and written) skills
Ability to create and maintain good working relationships with a variety of internal and external constituents
Ability to multi-task and set priorities with a sense of urgency to achieve goals
Proficiency working with Microsoft Office Suite of products
Knowledge of Sage and Bright HR an asset
Willingness to work flexible hours, including evenings and weekends if required
Valid driver’s license and access to a reliable vehicle for work
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