Assistant, Recognition - New Westminster, Canada - Fraser Health

Description

Detailed Overview

Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families: Supports Fraser Health's Recognition programs through a range of administrative support functions such as: typing and merging letters, responding to inquiries, preparing and updating various reports, answering general inquiries and communicating with managers regarding gift selection criteria, managing recognition gift inventories, planning preparing large event logistics, and prepares and processes retirement (tea) reimbursements.

Provides administrative support for vacation relief within People and Culture department.

Responsibilities Supports the People Recognition department by assisting and confidentially supporting all Recognition programs; to assist managers and employees on the use of the recognition systems, guidelines, online resources and catalogues.

Assists with typing and merging various Recognition program participant letters, memos and labels.

Maintains and updates contact lists; prepares and sends service recognition date reports to Department Managers; receives inquiries, reviews and investigates requests and updates approved changes in long service dates.

Maintains a well stocked Recognition packaging room by ensuring sufficient packaging supplies are available and prepares courier bags for the shipment of recognition gifts/supports to department Managers.

Receives requests for service recognition gifts; ensures selection within gift selection criteria; generates Long Service Recognition gift list reports, Volunteer Bursary application reports and Above & Beyond reports.

Prepares labels, supporting program information (letters, cards etc), packages and sends to Department Manager for presentation to employee. Maintains appropriate records and summarizes information for Recognition utilization reports. Prepares reports for department managers for recognition programs (e.g.

Long Service, Above & Beyond, Individual Recognition, etc.) Updates and maintains Intranet pages (Pulse and Management Centre) on Recognition program criteria, guidelines, timeframes, resources, training sessions information and contact information.

Conducts inventory review, maintains gift inventory records, assists in preparing annual and monthly gift order process and provides required information to resource contact for shipments Reviews existing practices and provides recommendations to Client Partner, Recognition on improving guidelines, efficiencies and effectiveness for Recognition programs.

Maintains Recognition databases, Meditech information related to Recognition dates, Teams' files, spreadsheets and reports designed for each area of focus.

Maintains contact with internal and external vendors regarding recognition gifts; processes volunteer bursary payments and provides required information to resource contact for shipments.

Assists and supports the logistics for the Above & Beyond Awards and other People and Culture events and summits.

Organizes own workflow, develops and implements work methods and procedures that support the objectives of the program, determines priorities, resolves day-to-day problems and evaluates operating procedures/processes to ensure efficiency.

Provides general system administration support to the My Journal system and processes by answering queries related to roll up changes, creating profiles for adhoc users (e.g.

physicians, lower mainland integration partners, etc), Reviews and updates related My Journal guides, communications and resources online (Pulse and Management Centre) and runs reports and supports in annual training sessions by updating required training resources, class sign up sheets and supporting virtual and in-person training sessions.

Qualifications Education and Experience Completion of a Human Resources Certificate or Diploma supplemented by two to three years of recent related experience within a Human Resources or related business office experience, or an equivalent combination of education, training and experience.

Competencies Demonstrates the leadership practices of the Fraser Health Leadership Framework of Clear, Caring and Courageous and creates the conditions for people to succeed.

Professional/Technical Capabilities:
Proficiency in the use of Microsoft software, databases and hardware through the effective use of office-related software. Keyboarding/typing skills at a minimum of 40 wpm. Knowledge of Human Resources practices. Ability to communicate with managers and employees on Human Resources program criteria and program application. Physical ability to perform the functions of the job.