Manager of Administration & Human Resources

The Manager of Administration & Human Resources (MAHR) will, in every aspect of their position:

• Promote the GMS Vision and Values Statements
• Maintain the level of professionalism expected by the GMS as outlined throughout the Policies and Procedures manual
• Uphold the ethics of their position.

Office Management

• Setup, manage, record, transcribe and distribute minutes of the Board.
• Draft an agenda, requesting input from the Board of Directors and CEO.
• Prepare and distribute meeting packages for the Board meetings, one week in advance of meeting.
• Maintain and monitor office services and activities; ensuring all office and administrative policies and procedures are met.
• Develop and maintain a policy with procedures on internal and external communication protocols.
• Research, recommend and implement a calendar/scheduling system that will keep all staff updated on monthly, quarterly, and annual events that has a planning option.
• Evaluate policies, procedures and workflow and provide recommendations for changes to improve efficiency and effectiveness.
• Update and standardize all documents, letters and forms for GMS.
• Develop and maintain a list of office equipment, including laptops in a registry with codes and which employee is assigned the equipment.
• Participate in staff meetings as required.
• Establish a team atmosphere through leadership and employee development.
• Order supplies and equipment as required.
• Participate in staff meetings of the GMS Team
• Other duties as assigned from time to time.

Information Technology (IT)

• Manage the relationship between GMS and the IT provider.
• Research, plan and coordinate information technology updates as required, including being the first point of contact for internal system set-up and troubleshooting.
• Assist the CEO to evaluate the provision of IT and if current services meet the needs of the organization.
• Monitor and facilitate maintenance of GMS computers, cloud computing, to ensure organizational needs are being met.

Document Management

• Research, develop and maintain an electronic data filing management system (EDFMS) in collaboration with the GMS Team
• Develop EDFMS policies and procedures, using appropriate examples, graphics, color coding, screenshots, multiple platforms etc. as necessary.
• Perform regular reviews of the system and recommend necessary changes to the CEO.
• Ensure the EDFMS system is safe, and accessible to GMS employees.
• Ensure sensitive or information covered by the privacy act can only be accessed by designated employees.

DUTIES OF HUMAN RESOURCE MANAGEMENT

Recruitment, Selection and Orientation

• Work with CEO in identifying and defining vacant position roles and responsibilities
• Aid in the recruitment, interviewing and selection of the appropriate candidates for all GMS positions.
• Coordinate internal and external recruitment activities as per Hiring Policy.

• Shortlist applications (if necessary), and contact candidates, prepare screening tool, and interview questions, participate in the interview process, conduct reference checks, and draft the motion making a recommendation to hire.
• Record Board approval for all new hires.
• Prepares employment package which includes Letter of Offer; New Employee Form; Employment Agreement; Confidentiality Form; Group and Pension Benefits Application
• Employee contract administration: prepare contracts for CEO; advise when they are up for renewal or termination.
• Conduct the Employee Orientation for all new full-time employees.
• Advertise and make a recommendation to the CEO for temporary casual and contract positions in accordance with the policies.
• Identify all related costs of any position for budgeting purposes

 Management of Resources

• Research, recommend and maintain a Human Resources System that will effectively and efficiently record employee personnel information, employee compensation and benefits, employee evaluations, and employee attendance management.
• Represent management in HR related meetings.
• Plan and coordinate HR committee meetings to maintain ongoing communication between management and employees.
• Provide advice to the Chief Executive Officer, Chief Financial Officer and Board of Directors on relevant Labour legislation including: the Employment Standards Act, 2000 (ESA), Workplace Safety and Insurance Act, Pay Equity Act and the Canadian Human Rights Act
• Conduct workplace investigations (misconduct, human rights, discrimination, personal harassment, sexual harassment, violence) and prepare written reports as directed.
• Consult with a labour lawyer as required; provide mediation services if required.
• Act in the best interest of GMS when reporting information on organizational activities and keeping in mind the confidential aspects of the ESA (mediation session, tribunals, or external investigations).
• Assist by providing mediation services to management and employees

Training and Development

• Develop a budget and process for training and professional development from the outcome of employees’ annual evaluation.
• Implement and follow up on all training and professional development programs
• Assist in accessing funding resources for the training and development of employees through various government programs
• Administer employee training programs to ensure all employees have basic training requirements such as WHIMS, Health & Safety, etc.

• Advise the CEO and staff of upcoming probationary appraisals, and of any outstanding performance reviews
• Ensure all annual staff evaluations are completed and filed accordingly
• Document all employee approvals of salary increases within their personnel file
• Oversee the classification of positions within GMS, ensuring the salary and job classifications are relevant.

General Human Resources Administrative

• Administer the Health and Pension Benefit Programs, such as dental, disability, life insurance and pension plans ensuring all employees are enrolled, documents signed, and the information is filed in their personnel file and relevant companies.
• Maintain listing for company assets provided to employees in (eg. laptop, cell phone etc.)
• Ensure all staff complete: Criminal Reference Checks, Oaths of Confidentiality, Emergency Contact information, and allergy information
• Conduct WSIB file administration including file set up; completion of forms, responding to WSIB; return to work
• Collect, sort and review timesheets and ensure all leave/overtime calculations are correct and they balance to the HR Information System.