Workplace Assistant, Workplace Experience Network, Human Resources

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of PHSA safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
The Workplace Assistant reports to Team Leader, works in a matrixed human resources environment, and is accountable for participating as a member of the Workplace Experience Network (WEN) team to administratively support operational partners and a cross-functional team of Human Resources (HR) professionals. The Workplace Assistant provides administrative and clerical support that respects confidentiality and ensures that administrative matters are organized and dealt with in a professional manner and provides outward support for Operational Managers for selected HR transactional duties to ensure standardization and adherence to Collective Agreements and to improve efficiencies; complies and updates information/data, assists with postings and hiring, supplies HR related data and facilitating updating records, and arranges HR-related meetings and documents meetings. The Workplace Assistant works inclusively to closely partner with the centralized HR service teams in providing a full scope HR customer service in order to improve operational Manager time utilization and team performance.
The Workplace Assistant participates in HR special assignments, projects and events that have PHSA and Agency wide applications. Utilizes computerized word processing, spreadsheet and database software to produce a variety of correspondence and reports. Provides front-line services to operational partners involving the exchange of information in an effort to influence and guide staff through various processes and decision making, and to triage urgent/emergent issues to ensure connection to or response by the appropriate parties. Builds effective and respectful partnerships and develops a broad understanding of the health sector environment and operational group to respond to queries from operational partners and employees.

Duties/Accountabilities:

• Working under the guidance of the Team Leader, supports the operational partners and WEN team. Responds to verbal and written communication and liaises internally and externally to respond to, share information, clarify details and process, and ensure follow-up and linkage by appropriate HR team member as appropriate on urgent/emergent issues. Screens incoming materials, prioritizes items for immediate attention and distributes as appropriate. Arranges interview appointments, assembles materials for interview process, and conducts reference checking.
• Supports the WEN team and operational leaders with HR related administrative and project support including confidential/sensitive projects such as departmental reorganizations and transfers of services, by researching and gathering background information and HR data from a variety of sources, coordinating stakeholder meetings, entering project updates in tracking documents, and the interpretation and application of policies and procedures. Participates in a variety of HR projects and represents HR/operational partner for administrative matters.
• Prepares professional documents in an accurate and timely manner including those that are sensitive and/or confidential such as briefing notes and correspondence regarding employee discipline, professional responsibility, payroll issues, absenteeism, and leaves of absence, as well as policies, charts and graphs using various software application programs.
• Coordinates setting up meetings and participates in a variety of management team meetings by recording proceedings, preparing and distributing minutes and taking follow-up action as assigned.
• Maintains and updates applicable HR-related databases, records and web pages; actions changes to HR-related data such as position and timekeeping data. Compiles and monitors reports by collaborating with the Team Leader or Workplace Consultants and other colleagues.
• Coordinates office equipment set up and moves. Maintains an inventory of stationary and office supplies, completing purchase requisitions for approval, and ensures maintenance of office equipment.
• Assists in the development and implementation of program processes to ensure the effective and efficient management of programs within PHSA. Participates in the development and maintenance of administrative policies and helps to ensure all staff are aware of, and adhere to, policies and procedures.

Qualifications:

A level of education, training, and experience equivalent to a Diploma in Human Resources and one (1) year of related experience in a large and complex organization.
Models a commitment to service within a complex organization. Excellent written, verbal, and interpersonal skills; responds accordingly in a timely and efficient manner. Demonstrated ability to build strong, positive relationships and effectively work with various stakeholders and colleagues. Critical thinking and decision-making skills. Demonstrated ability to collect data from a variety of sources, draft correspondence and reports, and provide project support. Ability to work both independently and as an effective team member. Ability to work with discretion in preparing and handling information of a confidential and/or sensitive nature. Able to multi-task, organize and prioritize workload to successfully meet deadlines. Commitment to the value of continuous learning and an open curiosity for new ideas and innovation. Demonstrated ability to engage others to ensure success in the workplace. Demonstrated knowledge and ability to utilize related equipment and computerized software packages such as the Microsoft Office suite at an intermediate level.