Employee Records Counsellor

The University Health Network, where "above all else the needs of patients come first", encompasses Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, West Park Healthcare Centre and the Michener Institute of Education. The breadth of research, the complexity of the cases treated, and the magnitude of its educational enterprise has made UHN a national and international resource for patient care, research and education. With a long tradition of ground breaking firsts and a purpose of "Transforming lives and communities through excellence in care, discovery and learning", the University Health Network (UHN), Canada's largest research teaching hospital, brings together over 17,000 employees, more than 1,250 physicians, 8,000+ students, and many volunteers. UHN is a caring, creative place where amazing people are amazing the world.

Union: Non-Union
Site: Toronto General Hospital
Department: People & Culture
Reports to: Team Lead - Employee Records & Payroll
Work Model: Hybrid
Grade: N0:05
Salary: $61,698 to $77,123 annually (To commensurate with experience and consistent with UHN compensation policy)
Hours: 37.5 Hours per Week
Status: Temporary Full-Time (End Date ~ March 13, 2026)
Closed Date: November 12, 2024

Job Summary

As an integral member of the People & Culture team at University Health Network, the Employee Records & Payroll department is a fast-paced department with 21 employees under the leadership of a Senior Manager and two Team Leads, with close ties to Finance. The Employee Records & Payroll Department oversees significant employee records for approximately 17,000 employees of which half are unionized.

This role reports directly to the Employee Records Team Lead and will be representing People and Culture on a regular basis as a day to day contact for managers and employees of the organization. The Employee Records Counsellor is responsible for confidential, accurate record keeping in the Human Resources Information System (HRIS) for multiple client groups within UHN.

Duties

Employee Records

• Input, audit, verify and coordinate the processing of all employment related transactions, such as hires, salary changes, transfers, promotions, termination, severances, leave of absence, retirements for both temporary and permanent employees.
• Update and maintain employee personal information, seniority and service lists, benefit enrollments, benefit changes, terminations, beneficiaries, death benefit claims etc.
• Ensure documentation is complete and in compliance with UHN internal policies and collective agreements. Follow up with employees, management and People & Culture staff as required to obtain missing information or clarification with respect to request.
• Responsible for enrolling new staff to HOOPP pension plan, maintaining pension information in HRIS & HOOPP database, periodic pension data reconciliations and assisting with general HOOPP inquiries.
• As needed, assist with the year end MDC process, HOOPP year end audit and other processes as required for HOOPP.
• Provide support and advice to managers and administrative support staff regarding pension, benefits, eligibilities, entitlements, People & Culture policies, collective agreements etc.
• Investigate and resolve employee issues through contact with management, People & Culture staff and other departments.
• Produce confirmation of employment letters for employees.
• Respond to enquiries and/or requests from UHN employees and management, on the employee helpline and via emails.

Payroll

• Ensure timely and accurate remittance of payroll transactions such as maternity top-up, additional pay, stipends, other payouts.
• Investigate, validate and collaborate with team members to process corrections for payroll discrepancies as needed.
• Set up GL accounts as needed and process the error report for biweekly payroll run(s).
• Receive and enter Benefit and HOOPP payments from employees on leave and retirees.
• Respond to Payroll queries regarding pay stub information and annual T4's.
• Assist with year end transactions and adjustments.

Other Responsibilities

• Assist with quarterly, and year-end external and internal audit processes.
• Provide back up the Employee Records Team Lead / Team Members during vacation.
• Other duties and responsibilities as assigned.

• Human Resources Management (HRM) Degree or Diploma
• A minimum of two (2) years Human Resources & Payroll Administration experience
• Accurate data entry and advanced Microsoft Office skills
• Working knowledge of union collective agreements
• Working experience with HRIS is mandatory; experience using VIP HRIS is an asset
• Experience with in-house payroll administration is an asset
• Experience with pension administration and reporting is an asset
• Experience working in a health care environment is an asset

Additional Skills/Abilities:

• Excellent interpersonal, customer service, verbal and written communication skills required.
• Demonstrated organization, time management and analytical skills
• Ability to effectively handle and maintain confidential information/materials required.

Why join UHN?

In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN.

• Competitive offer packages
• Government organization and a member of the Healthcare of Ontario Pension Plan (HOOPP https://hoopp.com/)
• Close access to Transit and UHN shuttle service
• A flexible work environment
• Opportunities for development and promotions within a large organization
• Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.)

Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration.

All applications must be submitted before the posting close date.

UHN uses email to communicate with selected candidates. Please ensure you check your email regularly.

Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application.

UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.