Manager People & Culture

POSITION DESCRIPTION

1. POSITION SPECIFICATIONS

JOB TITLE:

Manager, People and Culture

ASSIGNED PROGRAM/SERVICE(S):

Human Resources

JOB CATEGORY:

Non-Union

REPORTS TO:

Chief People and Culture Officer

STATEMENT OF PURPOSE:

The Manager, People and Culture is responsible for the effective management, supervision and leadership of the direct services administration staff and assisting in executing the department workplan. This position is a critical role in the achievement of the strategic plan. Accountable to ensure that the programs demonstrate respect for tenants who are living with mental illness, addictions and social isolation, and who come from racially and ethnically diverse backgrounds.

This position works as part of a team, reporting to the Chief People and Culture Officer.

Accountable for human resources in key functional areas, including recruitment and staffing, corporate training organizational development, overseeing payroll administration, employee relations, labour relations, health & safety, performance management of front-line staff, wellness and disability management, and pension & benefits administration.

Responsible to advise Neighbours on processes and process improvement and managing employee issues to minimize overall risk to the organization as it relates to Human Resources.

2. POSITION RESPONSIBILITIES

A. OPERATIONAL RESPONSIBILITIES

• Consultation on HR policies and programs, acting as a primary resource to managers and employees on the interpretation and implementation of policies and procedures.
• Provide information to Payroll Coordinator, ensuring accuracy, security and timeliness and all legislative requirements are met. Ensures the integrity of systems and records to meet audit standards. Ensures all-year end processes are managed and completed on time.
• Responsible for the operation of the time and attendance system and ensure all employees are properly trained to use the system.
• Manager the vendor relationship with the Payroll Service Coordinator and the Time Tracker Provider.
• Lead initiatives that promote effective employee and labour relations by ensuring the provision of timely and appropriate direction, coaching and consultation to managers and employees regarding Human Resources issues, and handling of complaints and grievances & arbitrations.
• Lead and oversees the management of WSIB claims and back-to-work programs.
• Manage support and communication of the benefits and group RRSP: ensures the Payroll Coordinator reviews the monthly invoices for accuracy prior to payment, responding to employee inquiries, and supporting employees through the administration of illness and disability programs.
• Lead the recruiting process for all hires across the organization, recommend and implement cost-effective sourcing strategies, and partner with hiring committees through the selection and offer process.
• Prepare and maintain a variety of HR reports and employee information for benefits and employee files, and ensure accurate recordkeeping related the Human Resources.
• Assist the Director, Human Resources in the design, delivery, and support of HR policies and programs and communication materials, and the enhancement and delivery of the orientation process for new hires.
• Focus on the requirements of front-line staff and their management and leads team-building exercises and interactions with this group.

Position: Manager, People and Culture

• Implement the organizational recognition program.
• Supervise administrative staff, including the HR Generalist, Payroll Coordinator, and Reception.

Personnel Administration

• Oversee payroll administration, ensure all relevant payroll information is provided for processing by Payroll Coordinator, and ensure Payroll Coordinator provides timely accurate payroll and reports, meeting all legal requirements.
• Manage all interactions between staff with Group Benefits broker/provider, RRSP broker, ensures employees are enrolled in/removed from the Employee Benefit Plan in a timely manner, and interprets Group Benefit coverage to staff.
• Provide the Human Resources Director and Directors with organizational statistics related to Human Resources performance and prepare reports on personnel trends.
• Maintain accurate and up-to-date personnel records paper and computer-based files, including Health and Safety, staff training and development, benefits, group RRSP, and administer employee attendance and time-off records.
• Maintain historic personnel files and destroy all historic personnel files after seven years or as appropriate.
• Ensure the policies and procedures and the organizational standards are met when assisting the managers/directors in the recruitment and selection of staff.

Occupational Health and Safety

• Provide leadership in the development and implementation of organizational Health and Safety policies, programs, and initiatives that reduce risk, safeguard worker safety, and comply with legislative requirements.
• Deal directly with managers and the Workers Safety and Insurance Board.
• Manage employee claims and back-to-work programs.
• Lead the Health and Safety committee.

Supervision of Administrative Staff

• Recruit, hire, train, and supervise reception staff, temporary staff, and Head Office summer students as per Neighbours policies and procedures.
• Administer the Collective Agreement and relevant Employment Legislation impacting staff.
• Maintain the schedule of direct service administration staff, temporary staff, and Head Office summer students.
• Ensure customer service standards are met with respect to answering phones and responding to fax and mail for both internal and external customers.
• Maintain confidential supervision records.
• Administer discipline according to policy.
• Provide input and recommendations regarding grievance proceedings when appropriate.
• Review and approves time sheets, expense sheets, vacation requests, petty cash disbursements, incidents reports, logbooks, and other necessary reports.
• Complete annual performance reviews to include individual work plans.
• Provide ongoing monitoring of the direct services administration staff performance goals to ensure they are being met.
• Perform other as required by the Chief People and Culture Officer.

B. ORGANIZATIONAL RESPONSIBILITIES

• Be knowledgeable about and act within the relevant legislation including the Occupational Health and Safety Act, Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act (AODA), Residential Tenancies Act (RTA), Mental Health Act, Child and Family Services Act, Personal Health Information Protection Act (PHIPA), Housing Services Act, and Ontario Fire and Building Codes.
• Establishes and maintains effective working relationships with Neighbours staff, tenants, referring agencies, and relevant community organizations.
• Works as a team member with the other Neighbours staff to ensure programs operate efficiently and effectively so that the organizational mission to provide, promote and support quality affordable housing primarily for consumer survivors and people with special needs is realized.
• Identify opportunities to advance the mission and develop and execute strategies to achieve organizational priorities.
• Identify and remove barriers to service excellence.
• Participate in a work culture of positive thinking, initiative and creativity.
• Commitment to improve professional knowledge to recognize trends and issues and deal with them effectively.
• Develop and maintain collaborative working relationships with allied community agencies and professionals and participate in community committees and internal Neighbours committees as required.
• Comply with the policies of Neighbours including those pertaining to the confidentiality of client information.
• Represent the agency in a positive manner with clients, colleagues, and the community at large.
• Ensure anti-racism objectives and community development policies of the organization are achieved.
• Participates in regular supervisory sessions with the Chief People Officer.
• Identifies and makes recommendations for the improvement of the department.
• Oversees the day-to-day effectiveness of the Head Office operation, including but not limited to all staff events and ensuring coverage.

3. WORKING CONDITIONS

• Exposure to household pests, bodily fluids, individuals experiencing crises, individuals who may be under the influence of substances, cleaning chemicals, and some smoking environments.
• Usually work in an office setting and in a team environment.
• Working hours are 35 hours per week. Operate independently and work flexible hours including weekends and evenings as required by operational needs.
• Requirement to travel to and work from other Neighbours locations as required.

4. COMPETENCIES

• Five years of Human Resources experience in a unionized environment.
• University Degree in Business Administration, Human Resources or related field.
• CHRP designation preferred.
• Experience with supervising payroll/WSIB/EHT/CRA payments & reconciliations.
• A solid understanding of HR practices and employment legislation.
• Ability to diagnose and successfully handle employee relations issues, exercising good judgment.
• Demonstrated ability to handle confidential and complex issues with discretion.
• Creative and resourceful.
• Strong problem solving and influencing skills.
• Excellent administrative, communication and organizational skills.
• Familiarity with the administration of employee health benefits.
• Experience in the administration of WSIB Claims and back-to-work programs.
• Experience with the recruitment and selection process.
• Experience in supervising and evaluating staff.
• Experience providing internal customer service.
• Well-developed listening and assessment skills.
• Highly proficient in Word and internet research.
• Excellent writing and communication skills, including effective coaching.
• Excellent organizational and time-management skills, with the ability to meet tight deadlines.
• Attention to detail.
• Excellent knowledge of computer software programs and the ability to coach others.

5. APPROVALS

The above position description reflects the general duties necessary for the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements that may be inherent to the position.

Eranga Peduruarachchige 05/01/2025

Chief People and Culture Officer Date (mm/dd/yy)

Gautam Mukherjee 05/01/2025

___________________________________ ________________________

Chief Executive Officer Date (mm/dd/yy)

6. EMPLOYEE ACKNOWLEDGEMENT

I have reviewed and understood the requirements of the job. I solemnly undertake to carry out my duties with diligence and in accordance with the values of Neighbours. I understand that Neighbours retains the right to change the Position Description as it is deemed necessary to ensure efficient and effective services to our clients.

_____________________________________ Employee Name

_____________________________________ Employee Signature

_____________________ Date (mm/dd/yy)