Human Resources & Policy Coordinator

HUMAN RESOURCES & POLICY COORDINATOR

Department: Administration / Human Resources

Reports To: Human Resources Manager

Employment Status: Full-Time

Hours of Work: 37.5 hours per week

POSITION SUMMARY

Reporting to the Human Resources Manager, the Human Resources & Policy Coordinator provides support in the development, implementation, organization, and ongoing maintenance of Noojmowin Teg Health Centre's human resources policies, procedures, accreditation requirements, and HR Policy systems and processes. The initial focus of the position will be policy development and review, accreditation readiness, document control, compliance tracking, and the organization and standardization of human resources practices and documentation. The Coordinator will work closely with the Human Resources Manager, leadership, and program areas to ensure policies, procedures, and supporting documentation are current, consistent, accessible, and aligned with applicable legislation, accreditation standards, organizational requirements, and best practices.

This position is intended to develop into a broader human resources generalist role. As the incumbent develops organizational knowledge, HR experience, and demonstrated competency, responsibilities may progressively expand to include recruitment and selection, onboarding, employee relations, performance management, attendance and leave administration, training and development, and other areas of human resources. The Human Resources & Policy Coordinator is expected to exercise sound judgment, maintain a high degree of confidentiality, and demonstrate exceptional organization, professionalism, and attention to detail.

KEY RESPONSIBILITIES

1. Policy Development, Review & Governance

• Research, draft, review, revise, and format organizational and human resources policies, procedures, guidelines, protocols, forms, and supporting documents.
• Work with the Human Resources Manager and organizational leadership to identify policy development and revision priorities.
• Review existing policies for consistency, clarity, legislative compliance, accreditation requirements, and alignment with organizational practices.
• Conduct research related to employment legislation, human resources best practices, accreditation standards, and other applicable requirements.
• Coordinate the policy review and approval process, including consultation, revisions, approvals, implementation, and communication.
• Maintain a comprehensive organizational policy inventory and tracking system.
• Monitor policy review and renewal dates and coordinate scheduled reviews.
• Maintain appropriate version control, approval records, effective dates, and historical documentation.
• Identify gaps, inconsistencies, duplication, or outdated information within existing policies and recommend corrective action.
• Assist in developing standardized policy templates, procedures, forms, and documentation practices.
• Support the communication and implementation of new and revised policies throughout the organization.
• Assist with ensuring employees and leaders have appropriate access to current organizational policies and procedures.

2. Accreditation & Organizational Compliance

• Support the organization's ongoing accreditation process and continuous accreditation readiness.
• Review applicable accreditation standards and identify required policies, procedures, processes, documentation, and evidence.
• Assist the Human Resources Manager and organizational leadership in completing accreditation self-assessments and identifying areas requiring action.
• Maintain organized accreditation documentation, evidence, records, and supporting materials.
• Develop and maintain accreditation trackers, work plans, evidence inventories, and compliance calendars.
• Monitor outstanding accreditation requirements, responsible individuals, deliverables, and deadlines.
• Coordinate with managers and program areas to obtain required accreditation evidence and documentation.
• Follow up on outstanding accreditation items and provide status updates to the Human Resources Manager.
• Assist with the development and implementation of corrective action plans and quality improvement initiatives arising from accreditation reviews.
• Support preparation for accreditation surveys, reviews, interviews, and evidence submissions.
• Assist with maintaining continuous accreditation readiness following formal accreditation cycles.
• Support other organizational compliance activities as assigned.

3. Human Resources Administration & Organization

• Develop, organize, and maintain standardized HR forms, templates, letters, checklists, trackers, and resources.
• Assist with maintaining accurate and confidential employee records and HR documentation.
• Support the organization and ongoing maintenance of electronic HR files and systems.
• Maintain current job descriptions and assist with coordinating periodic job description reviews.
• Maintain organizational charts, HR tracking tools, employee lists, and other workforce documentation as required.
• Assist with HRIS administration and data integrity.
• Support the development and documentation of standardized HR workflows and processes.
• Identify opportunities to streamline and improve HR administrative processes.
• Assist with preparation of HR reports, statistics, correspondence, and documentation for leadership.
• Track recurring HR requirements, including policy reviews, training requirements, probationary periods, performance reviews, and other HR deadlines as assigned.
• Maintain strict confidentiality and appropriately safeguard employee and organizational information.

4. Recruitment, Selection & Onboarding

As the incumbent develops within the position, responsibilities may progressively include:

• Assist with preparing and posting employment opportunities.
• Coordinate recruitment activities, including applicant tracking, interview scheduling, and candidate communication.
• Participate in candidate screening and interviews as assigned.
• Conduct reference checks and other pre-employment processes.
• Prepare employment documentation and support the employment-offer process under the direction of the Human Resources Manager.
• Coordinate new employee onboarding requirements.
• Assist with new employee orientation and ensure required documentation, policies, training, and acknowledgements are completed.
• Monitor probationary periods and coordinate required probationary documentation and reviews.
• Support improvements to recruitment, onboarding, and employee orientation processes.

5. Employee Relations & Generalist HR Support

As experience, organizational knowledge, and competency develop, the incumbent may progressively support the Human Resources Manager with:

• Responding to routine employee and manager questions regarding HR policies, procedures, benefits, workplace practices, and employment-related matters.
• Supporting attendance management and leave administration.
• Assisting with accommodation and return-to-work processes.
• Supporting performance management processes and documentation.
• Assisting with employee-relations matters, including documentation, fact gathering, meetings, and follow-up.
• Supporting workplace investigations under the direction of the Human Resources Manager.
• Assisting with disciplinary and corrective-action processes.
• Supporting conflict resolution and workplace issue management.
• Assisting with employee engagement and retention initiatives.
• Supporting learning, training, and professional-development initiatives.
• Conducting HR research and preparing information or recommendations for the Human Resources Manager.
• Assisting with compensation, benefits, and other HR program administration as assigned.

Employee relations, investigations, discipline, accommodation, and other sensitive or higher-risk HR matters will be undertaken within the incumbent's demonstrated level of competency and under the direction of the Human Resources Manager.

6. General Responsibilities

• Develop and maintain positive, professional working relationships with employees, managers, leadership, and external partners.
• Demonstrate professionalism, discretion, sound judgment, and integrity in all HR-related activities.
• Handle sensitive employee and organizational information in accordance with privacy and confidentiality requirements.
• Participate in organizational committees, meetings, projects, and initiatives as assigned.
• Remain current on relevant legislation, HR practices, accreditation requirements, and emerging workplace trends.
• Support continuous improvement within the Human Resources department and broader organization.
• Perform other related duties as assigned by the Human Resources Manager.

QUALIFICATIONS

Education

• Post-secondary diploma or degree in Human Resources Management, Business Administration, Public Administration, Health Administration, or a related field.
• CHRP designation, or actively working toward a CHRP designation, is considered an asset.
• Equivalent combinations of education, training, and relevant experience may be considered.

Experience

• A minimum of two (2) years of relevant experience in human resources, policy development, administration, accreditation, quality improvement, compliance, or a related area is preferred.
• Demonstrated experience researching, drafting, reviewing, or maintaining policies and procedures is strongly preferred.
• Experience working within healthcare, community health, Indigenous health, non-profit, or public-sector environments is considered an asset.
• Experience with accreditation processes, particularly healthcare accreditation, is considered an asset.
• Previous experience with HRIS or electronic document-management systems is considered an asset.
• Previous recruitment, onboarding, or generalist HR experience is considered an asset but is not required.

KNOWLEDGE, SKILLS & ABILITIES

The successful candidate will demonstrate:

• Exceptional written communication and professional writing skills.
• Strong research, analytical, and critical-thinking abilities.
• Excellent organizational skills and the ability to manage multiple priorities, projects, deadlines, and detailed documentation.
• Exceptional attention to detail and accuracy.
• Ability to interpret legislation, standards, policies, and organizational requirements and translate them into clear, practical documentation.
• Strong document-management and record-keeping skills.
• Ability to work independently while recognizing when consultation or escalation to the Human Resources Manager is required.
• Strong interpersonal and verbal communication skills.
• Professional judgment, diplomacy, discretion, and tact.
• Demonstrated ability to maintain confidentiality and appropriately manage sensitive information.
• Ability to build effective working relationships with employees and leaders at all levels of the organization.
• Strong computer skills, including proficiency with Microsoft Office applications and the ability to learn HR and organizational information systems.
• Ability to identify gaps, establish systems, organize information, and improve administrative processes.
• Ability and willingness to learn and progressively assume broader human resources responsibilities.

ORGANIZATIONAL & CULTURAL COMPETENCIES

• Demonstrates respect for and understanding of Indigenous cultures, values, traditions, and approaches to health and wellness.
• Demonstrates cultural humility and a commitment to culturally safe and respectful workplace practices.
• Supports the mission, vision, values, and strategic priorities of Noojmowin Teg Health Centre.
• Demonstrates a collaborative, service-oriented approach when supporting employees, leadership, and programs.
• Recognizes the importance of relationships, community, confidentiality, and trust within the organization.
• Demonstrates commitment to equity, inclusion, respect, and a healthy workplace environment.

CONFIDENTIALITY

The Human Resources & Policy Coordinator will have access to highly sensitive and confidential employee and organizational information. The incumbent is required to maintain strict confidentiality and comply with all organizational privacy, confidentiality, records-management, and information-security requirements.

Unauthorized disclosure, access, or use of confidential information may result in disciplinary action up to and including termination of employment.

WORKING CONDITIONS

• Primarily office-based work in a professional administrative environment.
• Regular use of computers and electronic information systems.
• Work involves frequent deadlines, competing priorities, and detailed documentation.
• The position may involve exposure to sensitive, confidential, or emotionally challenging employee-relations matters.
• Occasional travel, meetings, training, or organizational activities may be required.
• Additional hours may occasionally be required to support accreditation, organizational deadlines, or other HR priorities.