HR Assistant

POSITION SUMMARY

Reporting to the Director, HR Service or their designate, the HR Assistant - Benefits provides hands on, consistent support for high volume end to end HR activities (onboarding, group benefits, leaves of absence, transfers, separation, retirement, records management etc.) for our client portfolios. Working within a team of four, the HR Assistant - Benefits is responsible for supporting St. Joseph's Healthcare Hamilton and Affiliate employees and leaders.

The HR Assistant - Benefits delivers a consistent set of HR transactional and advisory services through multiple channels (telephone, online, in-person) to support a positive client experience. The HR Assistant - Benefits acts as a primary point of contact for employee/leader inquiries and issues. The incumbent ensures that inquiries and issues are investigated, addressed and resolved in a timely and consistent manner.

This involves working closely with other Human Resources team members such as Recruitment, Labour Relations, Compensation, as well as Payroll, Multi-level Management, Employees, and external stakeholders as required. The HR Assistant - Benefits plays a key role in supporting HR data management and integrity, including regular timely and accurate pay processing.

• Acts as liaison between employees, leaders and HR to resolve HR transactional or operational related inquiries and ensure a positive client experience
• Working within a team model. Serves as the primary support for the HR Coordinators
• Completes data entry and recordkeeping as required
• Ensures that issues are escalated to the HR Coordinators and/or the Team Lead, Employee Services or Compensation & Benefits Specialists and Director, HR Services as required
• Works closely with Employee & Labour Relations, Compensation, Payroll, and other HR partners as required to resolve employee/leader issues
• Engages with and provides direction to new SJHH employees to support a timely and positive onboarding experience. This includes sending and collecting onboarding documentation for the employee to complete ensuring documentation is returned and completed accurately
• Create, maintain, scan and file employee and disability files as appropriate
• Provides support for basic inquiries or concerns that come through telephone, email, and walk-ins from St. Joseph’s employees as it pertains to onboarding, benefits, short-term sick, leave, long-term disability, seniority, service vacation, internal transfers, terminations and retirements
• Assists in processing of department transfer requests ensuring requests are in line with internal policies and Collective Agreement provisions.
• Informs managers of deviations from policy/Collective Agreement provisions and coordinates to ensure appropriate resolution. Escalates to HR Coordinators if required
• Reviews and maintains employee records in accordance with internal policies, Collective Agreements, and HR direction.
• Processes leave of absence requests from managers, ensuring requests are in line with internal policies and Collective Agreement provisions. Informs managers of deviations from policy/Collective Agreement provisions and coordinates to ensure appropriate resolution. Escalates to HR Coordinators if required.
• Supports employees throughout the leave of absence process. This includes but is not limited to distributing and ensuring accurate completion of leave of absence documentation (packages, forms, etc.) and explaining relevant policies and impacts associated with the leave (service, seniority, benefits, etc.).
• Coordinates communications to employees and system changes pertaining to leave of absence and return from leave. Inputs the appropriate adjustments to seniority, service and if applicable advises Payroll of rate changes in accordance with policies and Collective Agreements.
• Works with department managers to obtain the appropriate approval and notifications for terminations.
• Assists with the processing of retirements. This includes processing change of status to retirement and all resulting benefit adjustments and subsequent employee communications.
• Upon receiving notification of a death, works with employee’s families to obtain the appropriate documentation and coordinates with insurance carriers to facilitate life insurance payments.
• Processes verification of employment letters and experience credit letters for staff as requested
• Participates in other support activities as assigned

• Two year College Diploma in Human Resources Management or other relevant program required
• CHRP/CHRL preferred
• One to two years related experience in administration, preferably in Human Resources, Benefits and Disability Management required
• Knowledge of HR operations including payroll, defined benefit pensions, benefits, compensation, labour relations (including collective agreement administration), full employee life cycle transactional processes (onboarding, recruitment, leaves of absence, separation, etc.), and relevant…