HR Generalist & Office Administrator

DEPARTMENT: Finance & Administration
LOCATION: Kanata, Ontario
REPORTS TO: CFO
START: ASAP
CLOSING DATE: February 15, 2012

POSITION SUMMARY

This position is based at the branch office in Kanata, Ontario. The incumbent works closely with the Manager, Administration and reports to the Chief Financial Officer, both located at the head office in Yellowknife, Northwest Territories. The Human Resources Generalist is responsible for performing and coordinating the company's human resources functions, as well as for some administrative functions, which include supervising the office Receptionist. Duties include:

a) Recruitment and staffing, compensation and benefits, employee relations, performance monitoring, organizational development and health and safety.
b) General administration of the Kanata office.

SPECIFIC DUTIES - The following duties will be performed:

Recruitment and Staffing
• Assist and advise managers with writing job descriptions;
• Prepare notices and advertisements for vacant staff positions;
• Schedule and participate in interviews with potential candidates;
• Conduct background and reference checks on selected candidates;
• Hiring and employee orientation;
• Maintain confidential HR records in an up-to-date state.

Employee relations
• Create and administer the employee performance management process;
• Provide advice and assistance to managers in the conduct of staff performance evaluations;
• Monitor the implementation of a performance improvement process with non-performing employees, counselling these employees as necessary;
• Monitor and address absenteeism issues;
• Provide advice on disciplinary actions, preparing letters/documentation as necessary;
• Organize employee safety, wellness and morale-boosting events;
• Conduct investigations when employee complaints or concerns are raised;
• Manage internal employee-related communications.

Policy and advisory
• Implement and maintain a human resources plan, personnel management policies and procedures, and an employee handbook;
• Provide general HR assistance and advice to management;
• Guide management decisions on employment terminations and conduct exit interviews;
• Ensure that the company remains compliant with employment law and the Privacy Act;
• Keep the management team informed of significant HR issues and their implications.

Organization development
• Organizational planning: evaluate company structure, job design, and personnel forecasting;
• Design a process in the areas of succession planning, talent management, key employee retention, and change management;
• Identify staff training and development needs and organize training activities.

Compensation and benefits administration
• Provide input on the company wage and salary structure, pay policies, and oversee the variable pay plan, including bonuses and raises;
• Research and establish pay practices and bands, to recruit and retain superior staff;
• Monitor the company's pay practices and systems for effectiveness and cost containment;
• With the assistance of the Manager, Admin, obtain cost effective, employee-serving benefits;
• Keep abreast of best practices in compensation and benefits, and recommend changes to the company's benefits as necessary, to ensure employee satisfaction and retention.

Health & Safety
• Promote workplace safety across the company by ensuring the implementation of health and safety programmes while working closely with the appointed JHSC and Safety Representatives;
• Track the required health and safety data.

Office & General Administration
• Supervise the office Receptionist, ensuring that duties are diligently carried out;
• Oversee the maintenance of office equipment and of the office, ensuring that it is kept at a high standard of cleanliness and professional appearance;
• Approve the purchase of office stationery, kitchen and staff lounge supplies;
• Ensure up-to-date business and vehicle licenses, and adherence to the vehicle service schedule;
• Arrange workspaces for new employees.

To be successful in this position, the incumbent should possess the following:

KNOWLEDGE AND SKILLS:
• First-rate oral and written communication skills;
• Familiarity with Canadian employment law and the Privacy Act;
• Experience in organizational planning and development, recruitment, employee relations, employee development and health and safety;
• Practice in the administration of benefits and compensation programs;
• Outstanding interpersonal relationship building and employee coaching skills;
• Ability to serve as a knowledgeable HR resource to management;
• Excellent computer skills. Must include experience with Excel and in Human Resources Information Systems (HRIS).

EDUCATION AND EXPERIENCE:
• A diploma in Human Resources, and/or a CHRP designation, or equivalent.
• Minimum 5 years of progressive experience in Human Resources positions;
• Preferred candidates will have training or experience in recruitment, employment law, HR policy development, compensation, organizational development, employee relations, health and safety;
• Experience in office administration is a plus.

PERSONAL TRAITS
1. The ability to maintain confidentiality.
2. Sound judgment and tact: able to assess situations, determine the best course of action, and act in a decisive and diplomatic manner.
3. A professional, approachable demeanour, capable of being empathetic and firm.
4. Outstanding initiative and problem-solving skills, able to work without supervision.
5. Well-organized and methodical in the approach to work and meeting deadlines.
6. Ability to learn quickly and to adapt to a fast-paced environment.
7. Reliability and trustworthiness: a commitment to "get the job done well" and on time.
8. Ability to remain calm and objective in difficult situations.
9. Flexibility to handle unexpected tasks and situations with ease.
10. Cultural and political awareness and sensitivity.

OTHER REQUIREMENTS FOR PERFORMING THIS ROLE:
Able to commence work at the Yellowknife head office, to spend 75% of the initial 3 months at this location, and thereafter to travel occasionally between Kanata and Yellowknife.

Important - The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of this position.