Library Space is Community Place! LPL strengthens people and neighbourhoods by creating connections that enrich lives, inspire discovery, foster creativity, and expand possibilities.
London Public Library, through its network of 16 branches located throughout the city, is a dynamic and innovative library system that provides accessible, relevant, high quality library services that make a difference in the lives of Londoners. Located in the heart of southwestern Ontario at the midpoint between Windsor and Toronto, with a community of close to 400,000 people London is an ideal place to call home.
With over 1 million titles in our collection and 350 public terminals, the London Public Library provides a variety of important services and programs to over 2.9 million people annually.
Join the Library team as our new Permanent Full Time:
Administrator, Employee Relations
PURPOSE OF THE ROLE
Reporting to the Director, Human Resources, the Administrator, Employee Relations provides support to labour relations functions within the department, including supporting the following areas; attendance management, performance management, grievance processes, and collective bargaining. In addition, this position provides guidance regarding interpretation of the Collective Agreement and labour relations; supports the Director, Human Resources in evaluating bargaining unit positions; coordinates and conducts employment related investigations as needed, and performs other human resources and labour relations duties as assigned.
The Administrator, Employee Relations assists with the management of the Library’s paper and electronic employee records, supporting the Library’s retention schedule, and ensuring confidentiality and safeguarding of information in all HR practices.
Employee Relations – 50%
Disability & Absenteeism, Return to Work, Health & Safety and WSIB Administration – 30%
- Ensure the Library is following the terms and conditions of the Collective Agreement and Library policies, procedures and guidelines.
- Conduct research, draft Collective Agreement language and prepare for collective bargaining.
- Provide advice regarding Collective Agreement interpretation related to the administration of the Collective Agreement;
- Assist in the development and delivery of training related to labour relations including training for managers regarding Collective Agreement administration, performance management, attendance management and job evaluation.
- Coordinate grievance and arbitration processes for unionized staff; conduct research and draft responses.
- Provide advice and prepare documentation related to disciplinary matters.
- Support employment related investigations; ensure proper file documentation and prepare investigation reports as required.
- Attend and support the Director, Human Resources at Tribunals, Arbitrations and other related dispute settlement forums as required.
- Coordinate the joint job evaluation process for union positions and maintenance of job evaluation files.
- Ensure job descriptions are updated and maintained as per the schedule; ensure compliance with job evaluation process and the Pay Equity Act.
- Assists in the posting, recruitment and filling process for job vacancies in accordance with Library employment policies and procedures and the Collective Agreement.
- Coordinate the administration of the employee performance review process.
- Provide day-to-day performance management support to managers and supervisors (e.g., coaching, counseling, career development, disciplinary actions).
- Assist with guidance and input on workforce planning, succession planning and performance management.
- Prepare reports, conduct research and monitor developments in legislation, government policies and procedures or trends related to human resources business matters.
- Identify current and emerging labour relations issues and trends and advise Director, Human Resources of potential impact to labour relations and employment practices.
Records Management – 10 %
- In collaboration with the Director, Human Resources and the respective Managers/Directors, manages absenteeism due to illness or disability cases.
- Provides support to employees off ill with serious illness or injury. Maintains contact with employees, respond to inquiries and takes appropriate action.
- Partner with Supervisors/Managers and external resources to coordinate the gradual return to work plan based on functional limitations and restrictions and arrange suitable accommodation placements. Continue to monitor and modify the plan as needed to ensure a successful full return to work.
- Refers out-of-scope return to work plans, and leaves to the Director, Human Resources.
- Identify employees in non-compliance with medical requirements and refer to absenteeism program.
- Tracks workplace injuries, conducts analysis, develops corrective action plans and provides statistics / reports to Director, Human Resources.
- Advises the Director, Human Resources and / or the CEO of serious infractions immediately.
- Ensures the security and retention of all Health and Safety Committee information.
- Assists the Director, Human Resources with developing procedures for health and safety processes in compliance with legislative requirements.
- Administers the Workplace Insurance and Safety Board (WSIB) process by gathering accurate information regarding the workplace injury and submitting initial WSIB claims form and any subsequent required documentation within the necessary timeframes;
- Liaising with the WSIB Claims Adjudicators to clarify and resolve issues and concerns; monitoring progress of the claim, communicating with and providing support to, employee and his/her respective Director, Manager and/or Supervisor.
- Tracks and analyses WSIB incidents.
Employee / Customer Service – 10%
- Assists with the management of paper and electronic human resources records (including employee records, job descriptions, agendas and minutes of committees, etc.), by performing work such as: inputting of data / records into database(s); maintaining filing classification system; doing content inventory; preparing records for archiving/storage; retrieving records as required; and withdrawing / deleting records according to retention schedules and legal requirements. Responds to internal information enquiries.
- Ensures confidentiality, maintenance and retention of employee personnel files as per Library policy and relevant legislation. Ensures that personnel information is appropriately safeguarded and, under the direction of the HR Director, releases information in response to requests for personal information.
- Uses the Human Resources Management System in performance of HR work including records management.
- Updates and posts staff seniority list as per the Collective Agreement.
- Tracks performance management process, employee absenteeism, and other HR metrics.
- Communicates human resources information, such as procedural updates, to the organization as appropriate.
- Maintains HR department content, such as policies, procedures, updating staffing information etc. on intranet ensuring that it is current and accurate.
- Receives and responds to inquiries and provides advice to employees with respect to benefits, employment policies, Collective Agreement and information about job vacancies. Refers out-of-scope questions and issues to the Director, Human Resources.
- Maintains detailed knowledge of Collective Agreement in order to ensure compliance with agreement, knowledgeable consultation to Supervisors / Managers / Directors, and clarity for employees when necessary.
- Ensures confidentiality of all employee issues relating to all human resources matters.
- Assists the Director, Human Resources with the revision, documentation and communication of Human Resources procedures.
- Participates in Joint Health and Safety Committee and other joint union-management committees as assigned by Director, Human Resources.
Performs other related duties as assigned.
- Demonstrate commitment to equity, inclusion and Human Rights through practices and interactions with employees, applicants and organizations, agencies and stakeholders that support marginalized individuals.
- Demonstrate commitment and adherence to Health and Safety legislation and programs; actively promote a culture of safety.
- Keeps current in the field of Human Resources through continuing education, attendance at conferences and workshops, participation in professional associations, and by reading professional literature.
- Actively participates in various committees and projects, as assigned.
- Provides back up to Administrator, Human Resources as required.
- University degree in Industrial Relations, Human Resources Administration or related areas, or educational equivalency.
Key Competencies: Knowledge, Skills, and Abilities:
- Five (5) to seven (7) years of progressive labour relations experience including grievance and arbitration processes, collective bargaining, administering job evaluation processes and conducting employment related investigations.
- Designation as a Certified Human Resources Professional or Leader (CHRP/CHRL) is preferred.
- Completion of specialized training in mediation and investigations is an asset.
- Excellent organizational skills. Proven ability to multi-task and work accurately with attention to detail in a busy environment. Ability to meet deadlines.
- Excellent interpersonal skills and the ability to build beneficial relationships with key internal and external stakeholders.
- Demonstrated ability to work independently and collaboratively in a team environment.
- Effective communicator with good written and verbal skills.
- Demonstrated ability to exercise significant discretion and sensitivity, and to use consultative and relationship building skills with diverse client groups.
- Excellent communication, interviewing, investigation and negotiation skills, with the ability to communicate and explain complex situations and effectively influence outcomes. Superior writing skills. Excellent research skills.
- Highly developed interpersonal, human relations, facilitation and presentation skills.
Salary to commensurate with education and experience.
This is an Excluded position from the Bargaining unit.
Candidates are requested to submit a detailed resume outlining experience and qualifications by August 13, 2022 to: email@example.com
Please visit our website at: http://www.londonpubliclibrary.ca/
No phone calls please. We advise that only candidates selected for an interview will be contacted.
The London Public Library will provide accommodation to applicants with disabilities in its recruitment processes upon request consistent with the Ontario Human Rights Code and the AODA regulations.
Applicants for employment, who have been provided with a conditional offer of employment will be asked to provide proof of full vaccination against COVID-19, or provide a written attestation of a medical reason(s) or Ontario Human Rights Code reason(s) for not being fully vaccinated against COVID-19.
Applicants for employment, who have been provided with a conditional offer of employment will be asked to provide, at his or her own expense, a satisfactory Police Vulnerable Sector Check and/or Police Information Check, as applicable.
While we appreciate all applications received, only those invited for an interview will be acknowledged. Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act and will be used only to determine eligibility for employment.
We are an equal opportunity employer.
- Comprehensive understanding of relevant employment legislation, and demonstrated ability to address and apply legislation in policy and practice.
- Experience working in a unionized environment and demonstrated extensive knowledge of union procedures.
- Demonstrated proficiency in MS Office Suite (Word, Excel, Outlook) and Human Resources Information Systems (HRIS).
- Demonstrated ability to compile and analyze data, present data in a meaningful manner; and submit clear, concise and timely reports.
- Highly developed organizational skills with attention to detail and ability to meet deadlines.