CharityVillage

Human Resources Officer

Reports to:  Director of Finance and Administration

Location:     Downtown Toronto (Hybrid work model with required in office days and visits to other work locations)

Status:         Permanent Full-time 

Objective:

The Human Resources Officer provides HR generalist support and advice to Ecuhome management and staff. This role is integral to ensuring compliance with statutory and collective agreement regulations, while fostering a supportive and productive work environment for all employees. Reporting to the Director of Finance and Administration with a strong dotted line to the Executive Director, this role is responsible for the practical implementation of HR policies and practices related to recruitment, training, compensation, and employee/labour relations. Additionally, the HR Officer will enhance employee engagement and support the organization's overall mission.

Key Responsibilities:

Recruitment and Orientation:

• Partners with hiring manager to fill approved vacancies through development of accurate job descriptions, posting/outreach and recruiting process
• Assists hiring manager to update job descriptions, ensure alignment within Ecuhome and helps to create interview format and questions
• Ensures reference, background, police checks are conducted prior to finalizing job offer in addition to confirming salary
• Manages applicant tracking within HRIS and ensures accurate transition of information to employee database
• Creates all hiring documentation:  employment offer, code of conduct, confidentiality, etc.
• Conducts first day orientation or arranges it to be conducted by manager (including all necessary paperwork and forms for payroll and benefits)
• Ensures new staff are enrolled in eligible payroll and benefits including completion and submission of forms and documentation to internal payroll and external benefits administrator

Employee and Labour Relations:

• Advises and assists management team on employee-related concerns (compensation, benefits, career planning, staffing, performance management and attendance management practices, policies and processes, labour relations, Employment Standards, Human Rights)
• Acts as point of contact and ongoing liaison regarding employee queries (including those on leaves)
• Ensures compliance with the terms of the Collective Agreement and provides guidance and support to the management team in interpreting and adhering to the terms of the Collective Agreement
• Partners with management in staff absence management issues and researches or assists with solutions
• Oversees short- and long-term disability (self-managed by Ecuhome) including partnerships with providers to adjudicate claims and create “return to work” plans
• Develops plans for resolving employee relations issues internally or with the assistance of external consultants or experts
• Participates in Labour – Management Committee meetings
• Provides guidance and support to management team throughout the grievance and arbitration process while monitoring deadlines and timing for resolution
• Coordinates documents and stakeholders for labour negotiations and assist as required
• Coordinates with external legal support, as required

HRIS and Employee Data:

• Maintains accurate employee data in HRIS from application to termination including salary, benefits/pension enrolment, attendance, vacation, illness and leaves
• Actively monitors and solicits employee changes or updates to ensure timely, accurate inclusion in payroll
• Provides payroll administration with employee updates and changes on a biweekly basis, in line with payroll schedule
• Administers “attendance management program” by monitoring staff attendance/absence data, reporting trends, and seeking advice and best practices to implement for improvement
• Handles queries regarding discrepancies or deductions or consults with payroll for resolution
• Monitors attendance, sick and vacation time for regular reporting to managers
• Provides HR reports and metrics to management (salary, turnover, attendance, anniversaries, etc.)
• Provides “confirmation of employment” letters as requested by employees
• Maintains confidential HR files and related documents in concert with payroll

Policies and Procedures:

• Maintains and advises management and employees on employment policies, keeping policies current and compliant with legislative or competitive workplace practices
• Ensures all employees have access to policies and administers annual code of conduct acknowledgments and related declarations from employees
• Provides current or updated health and safety information and assists with the implementation of the health and safety program including completion of all related paperwork and forms
• Provides current or updated accessibility information (AODA) and fulfills annual reporting requirements to government

Generalist HR functions:

• Identifies training and development needs for management and staff and determines providers and delivery options
• Participates in compensation surveys and obtains survey data to assist with budget planning
• Uses internal or external tools/surveys for employee engagement measurements; provides confidential feedback to Executive Director regarding morale and engagement trends and issues
• Project manager for annual staff retreat in terms of content and logistics
• Stewards staff social committee and community engagement opportunities

Key Relationships:

Internal:

• Reports to Director, Finance and Administration
• Reports to Executive Director regarding special projects or issues
• Works closely with Finance Administrator
• Administrative Assistant
• Directors and Managers
• Staff

External:

• Union business manager and/or steward; mediators
• Partners, vendors or consultants such as legal advisors, training providers, compensation expert, etc.
• Job board representatives (Indeed, Charity Village, etc.) and recruitment agencies
• WSIB and Insurance Plan Sponsor
• Government or related agencies (EI queries, AODA, Human Rights, etc.)
• Job candidates, employers/references, background check provider

Qualifications:

Post-secondary Education:   

• Undergraduate degree or diploma in relevant studies
• Post-graduate certificate in Human Resources
• Working toward HR designation an asset (but not required)

Experience:

• 3-5 years in a generalist role or within a generalist team
• Experience with a collective agreement is an asset
• Experience in working in a not-for-profit environment is an asset

Technology:

• HRIS with focus on applicant tracking and attendance management
• Proficiency in MS Office

Other:

• Enrolment in a specialty area of HR such as training and development, compensation, or labour relations is an asset
• Ability to manage multiple priorities, tasks and projects 

About Ecuhome:

Since 1975, Ecuhome has provided quality affordable housing and support for people in Toronto who have experienced homelessness. Ecuhome reflects the diversity of our city, recognizes and respects the value of all people, and empowers tenants to regain their place in the community. Fostering independence and confidence to increase health and well-being are meaningful outcomes of our work as a result of a sense of purpose, belonging and increased resilience to weather challenges that everyone may face but are especially challenging to those living in poverty.

Why Work at Ecuhome?

• Opportunity to make a meaningful impact on a growing organization
• Collaborative and inclusive work culture
• Professional development and training opportunities
• Convenient downtown Toronto location

If you are a proactive and resourceful HR professional looking to contribute to our workplace and support our mission, we encourage you to apply.

How to Apply: Please submit your resume and cover letter detailing your qualifications and experience.

Please, no phone calls.

No agencies.

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