People Operations Coordinator

Department: People Operations

Location: Berwick, Nova Scotia

Union: Non-unionized

Position: Permanent, Full time

Responsible to: Director of People Operations

Position Summary

The People Operations Coordinator's primary role is to be the champion of our people. This role is responsible to provide an exceptional level of support to our managers and employees to navigate through our various people programs, with a focus on attracting, scheduling, developing & retaining our incredible talent, while fostering Grandview Manor's Mission, Vision & Values.

The POC will be responsible for the management of all employee data and reporting and will play a key role in the People Operations Processes such as recruitment, onboarding, scheduling, employee changes, general HR Inquiries and off-boarding.

Responsibilities Human Resources

Provide sound advice and guidance on the interpretation and application of a variety of HR policies, programs and procedures.

Advise leadership team by actively participating in grievance meetings, negotiations, performance & discipline meetings, prepare & process appropriate documents from those meetings.

Support full cycle recruitment for all non-leadership positions.

Organize the Onboarding process in consultation with appropriate Leadership Team members.

Facilitate the collection of and ensure all new hire information is accurate and uploaded into the current software programs.

Assist Director of People Operations / Finance team to manage the process leave programs, administer group benefits programs & Pension Plan.

Act as a point of contact for staff on any employment-related inquiries or requests in consultation with the employee's current manager and redirect when necessary. January 2024

Prepare agenda, facilitate People Team section of the Nurse Manager/People Team Meeting.

Publish People Operations Quarterly Newsletter

Provide Support for new and ongoing projects and initiatives in the full spectrum of HR programs & processes.

Prepare employment verification, change of status and wage increase letters and any other reports or correspondence as required. ?

Maintain employee Personnel Files for accuracy & completeness in accordance with Nova Scotia Labor Standards & Department of Seniors & Long Term Care licensing requirements.

Support HRIS maintenance and reporting, ensuring employee changes in software programs are processed on a timely basis. ? Maintain and update Seniority Lists

Implement & Process internal job postings

Provide administrative support for the People Team & Leadership Team Staffing:

Prepare schedules in accordance with the needs of the departments, union collective agreement and Department of Seniors & Long Term Care staffing guidelines, also including to ensure staff members are aware of deadlines for submitting requests and updating availability.

Train staff on how to utilize the electronic system as required

Actively participate and lead creative solutions to any scheduling challenges

Maintain master schedules for all staff - adjusting masters upon receipt of approval / direction by Leadership Team

Coordinate with Education Coordinator (or delegate) for student placements within the home

Champion of the Scheduling Software

Participate in the development, implement and evaluation of additional or existing Human Resources & Scheduling Software Maintenance / Safety:

Ensure the equipment in the office is working properly and report any malfunctioning equipment to Director of People & Maintenance; ensuring appropriate use of equipment & safety guidelines are followed.

Know & adhere to fire, emergency, security policies and procedures.

Implement infection control measures. Leadership

Role Model effective communication and collaborative teamwork.

Act as a resource for other staff

Assist with orientation and mentoring new employees within the department

Joins in team celebrations of anniversary milestones, achievements, successes and improvements made by staff. January 2024 Continuous Improvement

Participate in department meetings and contributes to decisions on variety of topics covered. Responsible for reviewing minutes of meetings missed in order to stay aware of changes or updates.

Supports continuous quality improvement by providing feedback for service improvements for People Operations.

Participates in and completes annually all required education.

Participates in probation/ annual performance reviews with Director of People Operations. Uses the annual review to identify educational needs and communicate personal goals with Director.

Participates on team / committees as needed to meet organizational objectives.

Updates Director of People Operations on any areas of concern, requiring further support as needed.

Upholds the security of departmental equipment, supplies, keys, documents and storages areas.

Participate on quality monitoring at Grandview Manor as required.

Participates in activities leading to Licensing.

Participates in annual financial audit (when required).

Other Duties

Other related duties as assigned.

Education and Training:

Minimum of Grade 12 or equivalent with diploma in office administration, records management, or other business related field. HR diploma considered a strong asset.

Strong computer application skills in Microsoft Office Suite, and scheduling software.

An equivalent combination of education, training and experience may be considered. Skills:

Excellent organizational / time management skills

Communicates well with strong interpersonal skills and a proven team player

Must be flexible and adaptable - embraces change as part of the organization's culture

Strong analytical and problem solving skills

Displays work accuracy and has strong attention to detail

Requires minimum supervision

Strong team player with strong leadership skills.

Previous Long Term Care experience considered an asset.

Understands, practices, and embodies Grand View Manor's values

Human Resources Experience & scheduling in a unionized environment is as asset

Working Conditions:

Ability to sit or stand for long periods of time.

Ability to handle repetitive movements such as computer and phone use

Ability to handle challenges and unexpected behaviors by residents, staff and families including complex personalities and situations. Mental demands may also be felt from emotions that can arise from situations occurring throughout the home. Individuals are asked to reach out for supports where needed.