29 Jan
City of Toronto
Toronto
HR PROGRAM ASSISTANT
Job ID: 53397
- Job Category: Human Resources
- Division & Section: People & Equity, Occupational Health, Safety & Wellness
- Work Location: Metro Hall, 55 John St, Toronto, ON M5V 3C6
- Job Type & Duration: Full-Time, 1 Temporary Vacancy (11 months)
- Salary: $58,527.00 - $71,958.00, TX0006 and Wage Grade 3.5 (2024 Rate)
- Shift Information: Monday to Friday, 35 hours per week
- Affiliation: Non-Union
- Number of Positions Open: 1
- Posting Period: 27-JAN-2025 to 17-FEB-2025
Our People and Equity Division is looking for HR Representatives to join the Occupational Health, Safety and Wellness team.
In this busy administrative role you will support a team of Human Resources professionals that provide a broad range of expertise and consultation to managers and employees of City divisions. Functional areas supported include: Occupational Health & Safety, Disability Management, Enterprise Learning Initiative (ELI) Learning Management and, Employee Health and Wellness (EHW).
Major Responsibilities:
Occupational Health, Safety and Disability Management
- Compiles, summarizes and analyzes data/statistical information related to Occupational Health, Safety & Disability Management programs, procedures and policies
- Liaises and communicates with corporate Pension, Payroll and Employee Benefits staff, divisional staff, union representatives and external stakeholders on People & Equity related issues
- Uses a variety of computerized systems and software applications such as: QuatroSafety, SAP, LiveLink
ELI Learning Management
- Administers the Toronto Public Service Training (TPS) Calendar for the Occupational Health, Safety & Wellness team, including the co-ordination of all scheduled and intact training sessions
- Provides a high level of customer service to clients and other stakeholders, communicating information and responding to inquiries/requests as it relates to training and other program related matters (including assistance with training registration, withdrawals and cancellations)
- Conducts research, compiles, summarizes and analyzes data/statistical information, related to learning systems, tools, procedures and policies
- Provides resource aids, manuals, attendance lists, training data, etc., to meet training needs
- Organizes, arranges and inputs yearly courses and sessions in the learning management system for the Toronto Public Service training calendar
- Participates in administrative and team projects relating to People & Equity programs and services that include making recommendations for operational and system improvements pertaining to training needs assessments,
functional testing and report testing
- Uses a variety of computerized systems and software applications such as: ELI, SAP, SuccessFactors, and Articulate Storyline
Employee Health & Wellness
- Provides administrative and clerical functions related to EHW including reviewing, analyzing and reconciling accounts
- Responsible for the maintenance of filing systems, records management activities and databases for all health records
- Responsible for performing reception duties for both in-person and virtual adjunct service clinics
- Uses a variety of computerized systems and software applications such as: QuatroSafety, SAP, LiveLink
General Responsibilities
- Provides a broad range of administrative assistance, program service delivery support and coordination
- Provides a high level of customer service to internal and external clients/stakeholders
- Required to use software systems/applications and to provide system support for the unit e.g. QuatroSafety, SAP, LiveLink, Microsoft Office (Word, PowerPoint, Excel, TEAMS)
- Creates and maintains manual/electronic files and records
- Participates in administrative and team projects relating to People & Equity programs and services that include making recommendations for operational and system improvements
- Compiles and summarizes data/statistical information
- Schedules, co-ordinates and confirms meetings, seminars, training sessions, etc.
- Assists with projects, assignments and other duties as assigned
- Communicates information and prepares correspondence in response to inquiries and requests from all levels of staff, clients and the public
- Designs and creates forms and/or templates including promotional materials (hard copy and e-format), presentation slides, training materials and e-manuals to meet program needs
- Processes confidential information and ensures that deadlines are met, proper documentation is prepared/maintained, and that procedures, guidelines and policies are followed
- Verifies, maintains, inputs and/or retrieves data relating to specific human resource programs
- Prepares purchasing documents (i.e. purchase requisitions, purchase orders), ensuring compliance with divisional/corporate policies and procedures
- Processes vendor invoices/reimbursements for payment processing prior to submission to accounts payable and ensures compliance with divisional processing, signing authority and corporate policies/procedures
What you bring to the role
- Considerable administrative experience providing support to a team of HR professionals in a fast-paced, multi-disciplinary environment, some of which should relate specifically to the key responsibilities of the position
- Considerable experience in preparing reports, spreadsheets, correspondence, and/or presentations, paired with MS Office Suite proficiency
- Experience and working knowledge of Human Resources and WSIB/Disability Management/Health & Safety obligations, practices and operations
- Post-secondary education in a related discipline such as Occupational Health & Safety, Disability Management, Human Resources, etc., or an equivalent combination of education and experience
- Excellent research and analytical skills with the ability to compile, analyze and report data for management decision-making purposes, using tools such as SAP, QuatroSafety, ELI, etc.
- Excellent customer service, communication and interpersonal skills with a strong ability to work effectively with internal and external stakeholders, staff and the general public in a variety of situations, exercising discretion and good judgement with confidential information
- Strong problem solving, multi-tasking and organizational skills, coupled with resourcefulness and initiative, when managing multiple priorities with tight time constraints and minimal supervision
- Ability to apply policies, guidelines, legislation and Collective Agreements with knowledge of employment-related legislation, i.e., Workplace Safety & Insurance Act, Employment Standards Act, Ontario Human Rights Code, Occupational Health & Safety Act, etc.
Equity, Diversity and Inclusion
The City is an equal opportunity employer,
dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City's commitment toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request . Learn more about the City'sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
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