People Operations Coordinator

Company Overview

We have been providing a home for seniors where comfort and happiness comes first since 1970. Currently 142 reside in our nursing home while 24 apartments provide couples or individuals with independent or assisted-living. Over 250 people kind and skilled professionals are employed by Grand View Manor to provide loving care within a close-knit community. Over the years, tremendous changes have provided our staff team and our many volunteers with both opportunities and challenges.

About the job
Department: People Operations

Location: Berwick, Nova Scotia

Union: Non-unionized

Position: Permanent, Full time

Responsible to: Director of People Operations

Position Summary

The People Operations Coordinator’s primary role is to be the champion of our people. This role is responsible to provide an exceptional level of support to our managers and employees to navigate through our various people programs, with a focus on attracting, scheduling, developing & retaining our incredible talent, while fostering Grandview Manor’s Mission, Vision & Values.

The POC will be responsible for the management of all employee data and reporting and will play a key role in the People Operations Processes such as recruitment, onboarding, scheduling, employee changes, general HR Inquiries and off-boarding.

Responsibilities Human Resources

• Provide sound advice and guidance on the interpretation and application of a variety of HR policies, programs and procedures.
• Advise leadership team by actively participating in grievance meetings, negotiations, performance & discipline meetings, prepare & process appropriate documents from those meetings.
• Support full cycle recruitment for all non-leadership positions.
• Organize the Onboarding process in consultation with appropriate Leadership Team members.
• Facilitate the collection of and ensure all new hire information is accurate and uploaded into the current software programs.
• Assist Director of People Operations / Finance team to manage the process leave programs, administer group benefits programs & Pension Plan.
• Act as a point of contact for staff on any employment-related inquiries or requests in consultation with the employee’s current manager and redirect when necessary. January 2024
• Prepare agenda, facilitate People Team section of the Nurse Manager/People Team Meeting.
• Publish People Operations Quarterly Newsletter
• Provide Support for new and ongoing projects and initiatives in the full spectrum of HR programs & processes.
• Prepare employment verification, change of status and wage increase letters and any other reports or correspondence as required. ?
• Maintain employee Personnel Files for accuracy & completeness in accordance with Nova Scotia Labor Standards & Department of Seniors & Long Term Care licensing requirements.
• Support HRIS maintenance and reporting, ensuring employee changes in software programs are processed on a timely basis. ? Maintain and update Seniority Lists

Implement & Process internal job postings

• Provide administrative support for the People Team & Leadership Team Staffing:
• Prepare schedules in accordance with the needs of the departments, union collective agreement and Department of Seniors & Long Term Care staffing guidelines, also including to ensure staff members are aware of deadlines for submitting requests and updating availability.
• Train staff on how to utilize the electronic system as required
• Actively participate and lead creative solutions to any scheduling challenges
• Maintain master schedules for all staff – adjusting masters upon receipt of approval / direction by Leadership Team
• Coordinate with Education Coordinator (or delegate) for student placements within the home
• Champion of the Scheduling Software

Participate in the development, implement and evaluation of additional or existing Human Resources & Scheduling Software Maintenance / Safety:

• Ensure the equipment in the office is working properly and report any malfunctioning equipment to Director of People & Maintenance; ensuring appropriate use of equipment & safety guidelines are followed.
• Know & adhere to fire, emergency, security policies and procedures.
• Implement infection control measures. Leadership
• Role Model effective communication and collaborative teamwork.
• Act as a resource for other staff
• Assist with orientation and mentoring new employees within the department
• Joins in team celebrations of anniversary milestones, achievements, successes and improvements made by staff. January 2024 Continuous Improvement
• Participate in department meetings and contributes to decisions on variety of topics covered. Responsible for reviewing minutes of meetings missed in order to stay aware of changes or updates.
• Supports continuous quality improvement by providing feedback for service improvements for People Operations.
• Participates in and completes annually all required education.
• Participates in probation/ annual performance reviews with Director of People Operations. Uses the annual review to identify educational needs and communicate personal goals with Director.
• Participates on team / committees as needed to meet organizational objectives.
• Updates Director of People Operations on any areas of concern, requiring further support as needed.
• Upholds the security of departmental equipment, supplies, keys, documents and storages areas.
• Participate on quality monitoring at Grandview Manor as required.
• Participates in activities leading to Licensing.
• Participates in annual financial audit (when required).

Other Duties

Other related duties as assigned.

Education and Training:

• Minimum of Grade 12 or equivalent with diploma in office administration, records management, or other business related field. HR diploma considered a strong asset.
• Strong computer application skills in Microsoft Office Suite, and scheduling software.
• An equivalent combination of education, training and experience may be considered. Skills:
• Excellent organizational / time management skills
• Communicates well with strong interpersonal skills and a proven team player
• Must be flexible and adaptable – embraces change as part of the organization’s culture
• Strong analytical and problem solving skills
• Displays work accuracy and has strong attention to detail
• Requires minimum supervision
• Strong team player with strong leadership skills.
• Previous Long Term Care experience considered an asset.
• Understands, practices, and embodies Grand View Manor’s values
• Human Resources Experience & scheduling in a unionized environment is as asset

How to Apply