HR and Administration Assistant

Job title: HR and Administration Assistant

Job description: Each job within the First United Church Community Ministry Society should promote our accomplishment of our .

GENERAL DESCRIPTION:

This position will support the HR Team, the Leadership Team, and all other managers. Reporting to the Director, Human Resources, the HR and Administration Assistant works internally to manage projects, activities, and resources within the HR, Operations, Administration, and Labour Relations functions of the organization.

SPECIFIC DUTIES & RESPONSIBILITIES:

HUMAN RESOURCES

· Assists the HR Team and other management with a wide variety of administrative tasks

· Posting job vacancies internally/externally and updating job descriptions as required

· Conducting research to locate potential job candidates, screening telephone calls, scheduling interviews, assisting with notetaking and record keeping in recruitment and selection processes, performs reference and criminal record checks

· Maintains HRIS Database (Payworks) and personnel files

· Maintains ATS Database (Payworks) and reviews recruitment & selection pipelines

· Assists in the coordination of new hire procedures including preparing packages/employment letters onboarding and coordinates training schedules and orientation tours

· Takes minutes of meetings with union reps and job stewards

· Takes minutes of regularly scheduled occupational health & safety (OH&S) meetings, joint labour management meetings

· Ensures jobs and OH&S posting boards are maintained regularly at all physical worksites

· Ensures monthly OH&S walkthrough inspections are completed and documentation is filed appropriately

· Assists HR Team with occasional surveys, and any other tasks as requested

· An ability to utilize anti-oppression, decolonization, anti-racism, feminist theory, and rights-based frameworks relating to human resources

Revision and standardization of policies & procedures, forms, and other documents, as directed by HR Team or other management

ADMINISTRATION:

· Works with the Director of Finance and Administration to support operations of the organization.

· Support the operations of the administration office by overseeing inventory and ordering supplies, tracks and documents key/fob inventory, interacts with couriers and welcome visitors to Powell Street.

· Oversees Administration Electronic Files.

· Maintains operations/administration calendar and responds to communication and e-mails supporting various departments.

· Respond to general inquiries regarding policies, queries or questions, participate in coordinating any social events or HR related events

· Schedules meetings, meeting spaces, training registration as requested by management

KNOWLEDGE & SKILLS:

• Exceptional team player, a people person who is flexible in sharing roles and responsibilities
• High level of comfort with technology
• Strong ability to exercise discretion and maintain confidentiality
• Ability to exercise sound judgement in development of processes, distribution of materials and organization of logistics
• Demonstrated ability to make decisions, work well under pressure, meet deadlines and adapt to change
• Strong project management skills: ability to manage multiple projects and support multiple priorities simultaneously
• High standard of professionalism and ethics
• Strong attention to detail with an orientation towards accuracy, completeness and timeliness in record-keeping and management;
• Excellent written and verbal communication skills

EDUCATION & EXPERIENCE:

• Min. 1-3 years of experience in similar or related role

• Human Resources Diploma or combination of education & experience
• Previous experience working with HRIS and Applicant Tracking Software (Payworks preferred)

· Experience using MS Office Suite

• Previous experience in a unionized environment desired
• CPHR designation in-progress or completed is considered an asset but not a necessity

SCOPE OF RESPONSIBILITY:

Supervisory responsibility

None

Latitude

The HR and Administration Assistant is directly accountable to the Director, Human Resources. This position will work within Finance & Administration and collaborate frequently with colleagues in management, as well as with bargaining unit staff.

INTERNAL/EXTERNAL RELATIONSHIPS:

· Regular communication is maintained with all levels of staff and management as work is assigned and completed, and information exchanged on an ongoing basis.

· CSSEA: intermittent communication with Community Social Service Employers Association relating to First United’s CSSEA membership, HR and Labour Relations Support from CSSEA, and Collective Bargaining

· UFCW1518: regular communication with job stewards and union rep regarding composition of committees, scheduling of disciplinary meetings, OH&S and Joint Labour meetings.

JOB CLASSIFICATION & WAGES:

ý Exempt □ Management □ Bargaining Unit

Job Classification: Management Grid 5

Wage Range: $54,606.81 – $57,539.32 (2022 Rates) DOE plus comprehensive benefits package, including defined benefit pension through the United Church of Canada (6% employee contribution, 9% employer)

Company: First United Church

Expected salary:

Location: Vancouver, BC

Job date: Fri, 28 Oct 2022 23:31:07 GMT

Job Source: Careerjet.ca

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