Human Resources Manager

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Caldwell First Nation

14 Orange Street, Leamington, Ontario N8H 1P5 Phone: 519-322-1766 | Fax: 519-322-1533

POSITION: Human Resources Manager

DEPARTMENT: Administrative Department

REPORT TO: Chief Operations Officer

VISION:

Caldwell First Nation is a strong sovereign nation that honors the past, present, and future,

for the next 7 generations (2023)

MISSION STATEMENT:

Our Mission to Caldwell First Nation citizens is to protect our inherent treat

rights, to renew and preserve our culture, language, traditions, and our

socio-economic future (2023).

JOB SUMMARY:

The Human Resources Manager, under the direction of the Chief Operations Officer, is primarily responsible for planning, organizing, directing, controlling, and evaluating the human resources department. The Human Resources Manager will be responsible for overseeing personnel management, including wage increases, promotions, and disciplinary actions in compliance with company policies and legislation. This position will also manage and oversee the recruitment process.

CORE COMPETENCIES:

· Organization skills;

· People skills;

· Management skills;

· Maintain confidentiality;

· Must follow Health and Safety Practices on work site;

· Conflict management skills;

· Must follow all policies and procedures of Caldwell First Nation;

· Must be able to work well with minimal supervision;

· Strong time management skills;

· Decision-making;

· Computer skills;

· Good communication skills.

MAIN DUTIES & RESPONSIBILITIES:

Human Resource Management

· Plan, organize, direct, control, and evaluate the human resources department;

· Develops a system to assist management to promote the efficient and effective allocation of human resources;

· Responsible for maintaining confidential personnel files, maintain employee time records and attendance logs;

· Develop and monitor overall HR strategies, systems, tactics, and procedures for Caldwell First Nation;

· Support other departments when necessary;

· Build rapport with staff and assist staff with any employment related questions;

· Handle confidential information with discretion;

· Assist staff with employee related questions or requests;

· Assisted with developing, reviewing and updating job descriptions;

· HR strategic planning;

· Schedule meetings with employees when appropriate;

· Manage HR department budget;

· Identify training opportunities for Human Resources Manager position;

· Direct staff to correct department or manager when it is not HR related;

· Create and provide reports requested by Chief Operating Officer;

· Attend Management Meetings and Staff Meetings.

Hiring & Recruitment

· Assisted the Chief Operations Officer in determining staffing requirements and oversee the recruitment process;

· Screened job applications, conduct pre-screen questions, employee testing, and evaluations;

· Scheduled interviews and communicate with candidates that made it to the pre-screen stage on the job application status

· Reached out to potential candidates via sites dedicated to employment headhunting;

· Posted jobs on applicable websites and external contact list;

· Developed interview questions;

· Organized and attended Caldwell First Nation career fairs or similar outreach events;

· Conducted background and reference checks.

WSIB

· Liaised with WSIB by providing employee updates; file WSIB reports and paperwork;

· Handle any paperwork for return to work, Functional Abilities Forms, filing reports on time;

· Maintained any up-to-date paperwork is provided (example: medical notes)

· Maintained communication with employee on WSIB.

Policy Development

· Worked with CFN employment lawyer when necessary;

· Developed and provide recommendations for new policies and processes that align with CFN vision and goals;

· Assist with development of new policies when applicable;

· Understand and stay up-to-date with any appropriate legislative changes.

Off-boarding

· Conduct exit interviews when possible and provide the Chief Operations Officer with analysis and recommendations;

· Acted as representative for unemployment claims;

· Emailed ROE’s to employees.

Staff Discipline

· Administered progressive disciplinary action in accordance with established procedures;

· Conducted workplace investigations;

· Resolved any conflicts that arise among staff;

· Addressed attendance and lateness matters;

· Ensured Employee Complaints Form is completed and correctly filled out;

· Ensured staff understand Employee Complaints Process and next steps.

· Managed employee terminations;

· Ensured CFN property (example: laptop, key fob, etc.) are returned.

Staff Development, Training, and Performance Reviews

· Work with managers and determine areas of improvement for employees, providing additional training as needed;

· Manage salary structure, position documentation, and an evaluation system; keep job descriptions current;

· Organized and attended annualized employee performance evaluations and provide employees with performance feedback as appropriate;

· Identify general training opportunities for staff;

· Identify career growth opportunities and succession planning.

Human Resources Information System (HRIS)

· Main Administrator for HRIS;

· Be trained on HRIS system;

· Answer questions and assist staff or direct to appropriate contact;

· Upload and update any new policies;

· Ensure staff understand how to put in time-off requests, how to check the amount of vacation or sick time available to them.

Onboarding

· Ensured HR paperwork is completed properly (When appropriate: Criminal Record Check, Car Insurance Policy, Driver’s Abstract);

· Sent out Letter of Offers and contracts;

· Followed onboarding process;

· Conducted facility tours;

· Provided new employees with an introduction to Caldwell First Nation culture and history and liaise with Culture and Language Coordinator as required;

· Introduced policies for new hire to read, acknowledge and sign (HR Policy, Governance Policy, Finance Policy, and any other applicable policies);

· Sent out internal job postings.

Compensation, Pension & Benefits

· Administrator for Health and Dental Benefits and Pension;

· Update and keep records for wage changes, plan status change (ie. change from family to single, changes in hours of work);

· Administer and educate employees of benefits and liaise with insurance and pension providers;

· Keep records of pay increases.

Health and Safety

· Participate on Health and Safety Committee;

· Schedule Health and Safety Meetings;

· Participate in site and workplace inspections;

· Ensure employees adhere to all health and safety regulations, including company policies, procedures, and ethical standards;

· Remind staff to report incidents/accidents/near misses;

· Complete any necessary reports.

Workplace Wellness

· Organize staff activities and programs to assist in employee wellness;

· Ask for staff input and ideas to enhance a positive working culture;

· Liaise with Culture and Language Coordinator for cultural aspect of wellness;

· Complete application for Gord Smith Healthy Workplace Awards annually;

· Update Employee Shoutout board;

· Explore positive initiatives that enhance a positive work environment;

· Develop and implement employee retention and employee engagement programs to assist with employee retention;

· Conduct employee surveys and analyze the results to identify opportunities for improvement;

· Ensure staff are aware of wellness benefits such as Employee Assistance Program (EAP);

· Work within budget for Staff Wellness.

FAL Audit

· Provide applicable support and requested paperwork for FAL audit.

Other

· Complete other duties and projects as assigned.

Working Conditions:

· Working in an office environment;

· Office hours are 8:30am – 4:30pm, a flexible schedule maybe required including nights and weekends depending on business needs;

· Lift up to 20 pounds.

Travel:

· Some travel maybe required such as for training, General Membership Meetings, etc.;

· Some travel may require staying overnight depending on needs.

QUALIFICATIONS:

· Degree or Diploma in Human Resources, Business Administration, or a related field required;

· Experience in a human resources specialist, generalist, or another Human Resources position required;

· Effective written and verbal communication skills as well as presentation skills;

· Sound leadership, staff management, and teambuilding skills;

· Computer literacy, including effective working skills with Microsoft Word, Excel, PowerPoint, and Outlook required;

· Able to interpret and implement personnel related legislation; demonstrated basic knowledge of labour laws.

· Certified Human Resources Professional (CHRP) Designation is an asset.

ADDITIONAL REQUIREMENTS:

· Clean Criminal Records Check;

· Valid Class G license and clean driver’s abstract;

· Access to reliable and personal vehicle;

· Current car insurance policy.

Amendments:

This job description accurately reflects the present position and it may, from time to time be amended and will be reviewed annually. Any changes will be made following a period of consultation.

Job Type: Full-time

Pay: Up to $80,000.00 per year

Benefits:

• Company pension
• Dental care
• Extended health care
• Wellness program

Work Location: In person