Competition #	2011-007
Date:	January 17, 2011
Position:	OFFICE MANAGER
Location:	Toronto - Human Resources Department
Start Date:	Immediately
Minimum Start Salary:	$44,340 - $47,469 per annum depending on experience
Position Status:	Permanent; Full-time; 35 hours per week

 

POSITION SUMMARY:

The Office Manager contributes to the efficient operation of the Human Resources department and activities through delivery of support services for all staff; and provides leadership within the portfolio of the position.

Nature of Position

•    The Office Manager provides support functions for the Director, as well as for other departmental staff as required and as appropriate.  This involves establishing priorities from among ad hoc requests for support as well as on-going routine production activities. By effectively assessing the nature/urgency of incoming calls and requests for service and directing them to the appropriate HR staff member, the Office Manager can improve customer service and satisfaction among department service users. 
•    As well the responsibilities in the Office Manager’s own portfolio are time sensitive and contribute to the overall smooth operations of the department and team.

MAJOR RESPONSIBILITIES:

General Office Management:

•    Provide initial and general support on all incoming questions regarding routine HR policies and practices. Receive and forward telephone, emails or in person enquiries to appropriate person and provide general information to staff and the public, handles enquired within the parameter of the position.  Follow up on issues as required.
•    General clerical support; type and proofread correspondence, reports, statements, minutes, forms and other documents from notes or general instructions by staff, etc.; photocopy and collate documents for distribution, mailing, filing, etc.; coordinate large mail outs and prepare office couriers
•    Maintain and update manual or computerized filing, inventory, mailing and database systems
•    Open, sort and route incoming mail
•    Maintain up-to-date status on department office expenses i.e. supplies inventory. Keep track of invoicing and VISA statements for the department
•    On behalf of the department coordinate travel, hotel; meetings, e.g. space, food, materials and equipment, etc. including all accessibility requirements (Interpreters, videoconference, captionist etc.)
•    Assist Director of Human Resources with budget preparation
•    Other duties as assigned

Portfolio:

•    New Hire/Staff Changes:  queue/track paperwork for HR team and prepare/distribute Letters of Offer and Letters of Employment in a timely manner
•    Attendance Management:  responsible to coordinate for the agency including summaries and reports
•    Recruitment:  responsible for responding to inquiries and for banking incoming job applications; process responses to job applicants, as directed.  Assist with preparing weekly postings, external advertising and preparing statistical data; including back-up during vacations, etc. Assist with setting up job interviews, printing materials, booking space, etc.
•    Police Reference Checks:  responsible to administer the program for the agency
•    Personnel Files:   maintain employee files according to policy including ASL Proficiency, Performance Appraisals and JJEC
•    Payroll:  assist with mail merge for salary changes and JJEC rollouts
•    Photo ID Badge Program:  responsible to administer the program agency-wide
•    Long Service Recognition Program:  responsible to coordinate the program for the agency
•    CHS Organizational Charts:  responsible to maintain charts for the agency
•    Coordinate HR sponsored meetings and set up (rooms, communication, videoconference, distribute materials, etc.) e.g. All Staff Meetings, Quarterly Seminar Meetings, JJEC Meetings, JLM Meetings, Negotiations, Job Interviews, HR department meetings, etc.
•    Responsible for temp agency coordination for the Building
•    Assist with policy development as they pertain to areas of responsibility
•    Organize annual Holiday Party for the Building and other types of social events
•    Other duties as assigned

Community Development:

Provide assistance in community events and special projects E.g.: Maymonth, United Way Campaigns, etc.

Professional Development:

•    Attend internal staff meetings
•    Attend and participate in workshops/seminars/continuing education courses related to position (HRPA Conferences)
•    Keep up to date on issues and information related to the position and the agency
•    Learning new computer programs that improves the efficiency of HR
•    Creating new ideas to help improve the department flow i.e. Upgrade staffing forms
•    Acquire and maintain the ASL Proficiency requirement for the position (Intermediate Plus)

LINE OF RESPONSIBILITY:

Director, Human Resources

QUALIFICATIONS:

•    Secondary school graduation; community college training in secretarial or administrative practices, or human resources preferred
•    2 – 3 year related experience
•    Familiarity with routine office procedures, including basic bookkeeping (expense tracking)
•    Proficiency in MS Office suite of products; Corporate Time, In Visio
•    Detail orientation; advanced organizational skills to maintain complete and up-to-date records as they apply to applications for employment and status of candidates vis-à-vis opportunities
•    Customer service:  pleasant manner; ability to assess incoming calls for content, urgency and importance, provide initial response based on established policy and procedure, and direct calls or take messages as required
•    Flexibility to serve as a backup for various functions within the department, e.g. Payroll and Benefits assistance
•    Ability to maintain confidentiality
•    Very occasional travel required (e.g. training, scoping venues for HR meetings, etc.)
•    Proficiency in American Sign Language or willingness to learn; LSQ and French are assets

 

CLOSING DATE:	Until filled
SEND RESUME TO:	Subject: Competition # 2011-007 This e-mail address is being protected from spambots. You need JavaScript enabled to view it Human Resources The Canadian Hearing Society
	Please email your resume as a MS Word attachment or paste the resume into the body of the email. Remember to put the competition number in the subject line. Thank you for your application.

 

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