Employee Services Coordinator
Grid Level 18 (Position is currently under classification review)
Salary Range: $51,845.18- $58,873.38 annually
Temporary Assignment – Full Time, BCGEU Position (November 2018-March 2020)
Location: Victoria, BC
Competition # 55303
Closing Date: November 1, 2018
The Islands Trust area is a special place – a scenic archipelago of 13 major islands and more than 450 smaller islands. Our islands are characterized by vital communities, a rich cultural history and habitat for an exceptional variety of species, some found nowhere else in Canada. Outstanding scenery and recreational resources include panoramic viewpoints, sheltered bays with warm sand and pebble beaches and protected marine waterways and anchorages that contribute to the Trust Area’s beauty and appeal.
There is a local trust committee for each island or group of islands designated as a local trust area under the Island Trust Act. Comprised of locally elected trustees and one Executive Committee member, a local trust committee is responsible for land-use planning and regulation for its area of jurisdiction. As such, its responsibilities include preparation and adoption of an Official Community Plan (OCP), comprehensive land use bylaws, and authorization of certain Local Government Act permits.
About the Job:
Reporting directly to the Director of Administrative Services the Employee Services Coordinator (ESC) provides human resource services to support Islands Trust operations. This position takes a lead role in managing recruitment, employee engagement activities, organisation-wide learning and development initiatives, organization-wide performance and development plans, attendance management, employee/labour relations, salary administration and the maintenance of a positive work environment. The Coordinator supports ongoing Islands Trust projects and supervises the coordination/implementation of corporate meetings and special events under the direction of management.
The ESC provides HR-related technical and systems assistance, produces ad-hoc reports, and makes recommendations for ongoing improvements and updates Islands Trust policies, procedures and programs. Responsible for maintaining accurate and up-to-date employee data and human resource files, this position requires a high degree of confidentiality and accuracy.
As a central point of contact for employees, prospective recruits and the BC Public Service Agency, this position requires excellent relationship management skills and a strong understanding of human resource management within a unionized environment and related collective agreements/statutory requirements.
The ESC is also responsible for administering remuneration and benefit services for Islands Trust Council Trustees as well as reconciling and tracking employee payroll and benefits with PSA invoices/records.
- You are energetic, creative, motivated and a well-organized individual;
- You have a strong customer service ethic;
- You enjoy a collaborative, busy work environment;
- You have strong communication and interpersonal skills;
- You have the ability to establish and maintain positive working relationships;
- You have the ability to work well under pressure with a high degree of accuracy and quality.
About the Job:
- Leads full-cycle recruitment processes and is responsible for ensuring hiring practices comply with Islands Trust/government policies and standards. This includes chairing competition panels and managing relations with the Merit Commissionaire.
- Manages employee orientation program, serves as key point of contact for new hires and provides guidance to hiring managers to ensure new hires have the best start to their career with Islands Trust.
- Develops accurate administrative systems to support efficient and effective human resources management and reporting; maintains a suite of confidential employee data including organizational charts, performance reviews, leave management, salary administration, labour relations and disability case management documentation etc.
- Sources, writes and edits content for internal employee communications, policies and presentations.
- Acquires and maintains HR knowledge as it pertains to the professional field of Human Resources and the BC Public Service’s HR policies, practices and collective agreements. Applies and shares this knowledge with employees across the organization.
- Delivers integrated human resources solutions by engaging/brokering appropriate human resources subject matter expertise to address business needs.
- Develops and implements communication strategies and other mechanisms to ensure ministry management and staff are apprised of corporate human resource programs and initiatives in the ministry.
- Anticipates, identifies, monitors, and researches highly confidential and sensitive issues and provides strategies, coaching or consultation to Management and Directors.
- Provides excellent human resources services to the organization; responds to inquiries in a timely manner, provides advice on best practices, and guides employees and supervisors to available and appropriate resources as needed.
- Supervises the coordination and facilitation of events and activities to support employee engagement, including: quarterly staff meetings, learning and development sessions, team building and staff appreciation activities. May require presenting and/or public speaking.
- Identifies training requirements and designs, promotes and delivers HR training and orientation to executive and staff.
- Works with the Finance team to support organizational salary budget forecasting, and ongoing review of hiring activity for accuracy.
- Provides reports on organizational hiring activity, departures, overtime, leaves (STIIP and special), etc. as requested.
- Proactively recommends improvement to Islands Trust practices and policies, and escalates issues to the attention of the Director of Administrative Services.
- Proactively builds relationships with employees across the organization as well as the BC Public Service Agency.
- Supervises reception staff including assignment of work, development and evaluation of performance plans and approval of leave.
- Coordinates and ensures front desk operations run smoothly (this includes coordination with other admin staff in the branch).
- Works closely with management and employees with regards to short and long term leaves, and return to work planning and provides ongoing follow-up and support.
- Leads activities relating to human resource management such as staffing, EPDPs, grievances, classification reviews and organization changes.
- Oversees the use of Time Leave and Absence Management (TLAM) for the organization.
- Provides monthly payroll services for Islands Trust Council Trustees including monitoring related policies for necessary changes and providing and reviewing group insurance benefits and preparing annual T-4’s.
- Ensures benefit plan premiums are paid to insurers related to Council trustee benefits administration.
- Ensures Public Service Agency payroll invoices are reconciled against the pay register and correctly tracked in our reporting system.
- Develops and maintains controls and procedures and monitors operations for adherence to policies.
- Conducts ongoing evaluation of processes, identifying deficiencies and developing improvements.
- Interprets and provides advice to staff and Trustees on the application of policies and procedures.
- Provides recommendations on resolution of escalated and non-routine contentious issues.
- Represents Islands Trust on corporate committees and projects within government.
- Coordinates and manages employee wellness and safety program initiatives.
- Manages staff related programs such as the annual Flu Clinic, PECSF fund-raising activities.
- Comprehensive knowledge of human resource principles and practices and the ability to apply this knowledge to problems and provide effective solutions.
- Participates in special projects or assignments in conjunction with the Director of Administrative Services.
- Post-secondary degree in a related field (such as human resources, public administration, business administration), or equivalent;
- Three years’ progressive experience providing advice and expertise in a client-centred model or experience working as a human resource professional with progressive experience in the field of human resources, or equivalent;
- Minimum of two years working with and/or reviewing payroll system reports to ensure accuracy of new staff setups, appropriate time sheet reporting etc., or an equivalent combination of education and experience using a similar skill set;
- A high degree of initiative, diplomacy and discretion in dealing with sensitive, complex and confidential matters;
- Excellent analytical skills and ability to prepare sounds summaries and recommendations;
- Demonstrated ability to actively listen, ascertain the needs of internal and external partners and to respond accordingly in a timely and efficient manner;
- Demonstrated ability to build strong, positive relationships and to work effectively with others;
- Ability to coordinate and manage workload and diverse projects and meet established and often competing deadlines;
- Ability to work both independently, with limited direction, as well as part of a team;
- Proven experience coordinating special events and group activities;
- Proficient in desktop programs including Microsoft Office suite at an advanced level (Word, Excel and Power Point);
- Supervisory experience is an asset;
- Knowledge of standard HR policies and practices, collective agreements and related employment legislation considered an asset.
Applicants who move forward in the process may be assessed on the following Behavioural Competencies:
- Business Acumen
- Organizational Commitment
- Planning, Organizing and Coordinating
- Teamwork and Cooperation
- Service Orientation
- Results Orientation
- Analytical Thinking
Prior to submitting an application/resume and cover letter, please go to our website http://www.islandstrust.bc.ca to become familiar with the Islands Trust and to view a complete list of duties and qualifications. Only those applicants shortlisted will be contacted.
Applications may be considered for other current or future vacancies, including permanent, and/or temporary positions in this office. An eligibility list may be established. Flexible work options may be available.
To be considered for this position, your application must clearly demonstrate how you meet the education and experience requirements as outlined in the attached job profile.
Applicants selected to move forward in the hiring process may be assessed on the knowledge, skills, and abilities and competencies as outlined in the attached job profile.
How to apply:
Cover Letter Required: YES – Applicants are required to submit a cover letter demonstrating how your Qualifications and Experience meet the needs of the position.
Resume Required: YES – Please ensure your resume provides detailed information about your education and employment history as it relates to the required job qualifications.
A written test may be administered.
Applications will only be accepted through the BC Public Service Agency website.
For more information about how to create or update your profile and how to submit your application, please refer to the Your Job Application page on the MyHR website.
NOTE: Applications will be accepted until 11:00 pm Pacific Standard Time on the closing date of the competition.
For more information please contact Julia Mobbs, Director of Administrative Services by e-mail at firstname.lastname@example.org