Workplace Coordinator, 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 Coordinator 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 support a cross-functional team of Human Resources (HR) professionals in providing service to operational partners and ultimately patients. Functions as a junior-level Workplace Consultant with assigned straightforward grievances and union-related issues such as those pertaining to payroll and timekeeping and casual call-out; identifies issues that are complex, non-routine and/or with significant risk and consults/refers issue to the appropriate party for handling. The Coordinator researches, conducts analysis and presents potential solutions, and assists with planning and implementation of decisions/outcomes that are approved and finalized. Builds effective and respectful partnerships and develops an understanding of health sector unionized environment and operational group structures, needs, initiatives and HR-related issues to effectively respond to queries from operational partners and employees and to ensure the consistent application of relevant policies, standards, legislation, collective agreements and terms and conditions of employment.
The Coordinator participates in HR special assignments, projects and events that have PHSA and Agency wide applications. Provides technical and systems assistance, pulls/maintains data and requests ad hoc reports, and makes recommendations regarding policies and procedures, and general support. 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.

Duties/Accountabilities:

• Working under the guidance of the Team Leader, supports the WEN team. Identifies issues that are complex and/or contain an element of significant risk to the organization or industry that require consultation with or referral to the Team Leader, Workplace Consultant or another designated contact within HR. Functions as a junior-level Consultant with assigned straightforward grievances and union-related issues such as those pertaining to payroll and timekeeping, respectful workplace, casual call-out, line selection process, and scheduling related to new rotations being developed. Coordinates bumping options, arranges attendance promotion or displacement meetings, and leads straightforward meetings with employee and operational partners which may include union representation.
• Supports the Workplace Consultants and the WEN team by researching information such as case law, standards, legislation and interpretation guidelines, highlighting their relevance to the matter at hand, preparing reports and briefing documents, and drafting formal correspondence for external 3rd parties (i.e. provincial union, HEABC, and Worksafe BC) for Team Leader or designated Workplace Consultant review; pulling data, requesting ad hoc reports, and completing an initial analysis; and updating records and following up on outstanding action items.
• Triages and/or responds to operational partner and employee inquiries by acting as a first point of contact for urgent/emergent requests in order to ensure response and proper linkages within HR are made; providing information and guidance on work practices and processes, application on collective agreement language, HR policies and non-contract T&C of employment; and promotes HR strategies, corporate initiatives and services to facilitate understanding and foster cooperative relationships. Apprises designated operational partners of departmental issues that will have an impact on existing and/or planned operations.
• Represents the department and acts as a liaison with Payroll and timekeeping, Employee Benefits and Records, IMITS and/or Technology Services, Benefit Carriers, and other Health Authorities.
• Works closely with the Workplace Consultants and centralized HR teams to develop and maintain a broad-based knowledge of all key human resources core specialties. Participates as a WEN team member through attendance and contributing to team meetings, Community of Practice, and provides input into HR processes and projects that have applications throughout the PHSA on an ongoing basis.
• Provides critical analysis and evaluation of data by creating and manipulating spreadsheets, reporting data back to staff for review and correction where applicable. Provides pro-active support and advice to the team including specific metrics that supports improving compliance to and implementation of HR-related programs/initiatives and the advancement of HR best practices, strategies and solutions. Coordinates and/or supports the planning, analyzes and development of recommended processes.
• Develops, maintains and evaluates administrative processes and systems for effective and efficient human resource activities. Evaluates procedures, makes recommendations and implements revised methods to improve HR administration.
• Provides input to the overall goals, objectives, and operations of the WEN team by providing feedback and recommendations and assisting with implementation where appropriate. Administers the Team’s operational processes and participates on projects within HR such as recognition, engagement, and other initiatives or rollouts to provide consistent, accurate and reliable data to all stakeholders and to support HR Workforce Strategy within PHSA.

Qualifications:

A level of education, training, and experience equivalent to a Bachelor’s degree in HR, plus a minimum of one to three (1-3) years of recent, related experience.
Models a commitment to service and being an HR business partner within a complex organization. Excellent written, verbal, and interpersonal skills; aptitude to listen, ascertain the needs of clients, and respond accordingly in a timely and efficient manner. Demonstrated ability to build strong, positive relationships and effectively work with various stakeholders and colleagues. Basic knowledge of standard HR policies and practices, collective agreements, and related employment legislation. Strong analytical, critical thinking and decision-making skills. Demonstrated ability to collect data from a variety of sources, analyze, produce reports, and make recommendations. Ability to work both independently and as an effective team member. Able to multi-task, organize and prioritize workload to manage concurrent multiple projects and successfully meet deadlines. Work well with frequent interruptions. 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 advanced level.