Department of Human Resources s1

Department of Human Resources

Exempt Job Description

Job Title: Labour Relations and Job Evaluation Advisor Job Number: X-348 Band: 5 NOC: 1121 Department: Human Resources Supervisor Title: Manager, Human Resources

Last Reviewed: May 16 2017

Job Purpose Reporting to the Manager, Human Resources and Labour Relations, this position contributes to the maintenance of a positive Labour Relations climate while providing analytical, technical, strategic and administrative support to a wide range of labour relations initiatives, for all unionized employee groups. In addition, this position is responsible for University-wide job evaluation programs, supporting the recruitment and retention of employees and legislative compliance.

Key Activities

Labour Relations: 1. Under the direction of the Manager, Human Resources and Labour Relations, assists in addressing labour relations issues through facilitation, collaboration and effective problem-solving methods. 2. Consults with managers, employees, and HR co-workers, providing guidance and interpretation on human resources policies and procedures, Collective Agreements and employment law in a manner that is progressive, compliant and contributes to equitable practices throughout the organization. 3. Coordinates Joint Committee and other union-related activity including researching and presenting issue papers, and providing administrative support (meeting planning, note taking, drafting proposals and briefings). 4. Coordinates grievance processes including research and documentation necessary to the University’s position in grievance responses, mediation and arbitration. Ensures outcomes are implemented in an accurate and timely manner. 5. Provides strategic advice and administrative support for the negotiation of Collective Agreements. Participates in collective bargaining. 6. Represents the University’s position in grievance meetings, mediation, and arbitration. Provides strategic advice throughout the grievance process

of 7 including off-site arbitrations.

7. Liaises with Union Leaders, Regional Representatives and legal counsel on a variety of issues including negotiations, attendance and accommodation issues, and grievances. Acts as primary contact for CUPE Units. 8. Assists with the preparation, coordination and maintenance of union settlements and memoranda of understanding and is responsible for the development and maintenance of a labour relations database/library. 9. Provides training sessions to various groups on a number of topics including changes made in bargaining and processes outlined in the Collective Agreements and policies. 10.Responsible for responding to enquiries from other University Labour Relations staff. 11.Assists with employee accommodation and return to work planning, meetings, and follow up. 12.Responsible for maintaining and enhancing the Labour Relations website.

Job Evaluation: 1. Leads the job evaluation process for OPSEU which includes recruiting and/or training committee members, chairing meetings, negotiating outcomes, preparing documentation and correspondence, and managing numerous one-off job evaluation requests for new positions, job postings, temporary upgrades, pre-submission reviews, budget estimates, etc. 2. Performs Job Evaluation for EXEMPT positions using the existing tool. 3. Conducts research and investigates historical data, qualifications, and precedent to support job evaluation process and outcomes. 4. Attends arbitrations and mediations as Employer JJEC representative providing insight into committee decisions, history, and expertise with job evaluation process and tool. 5. Makes recommendations with respect to changes to compensation and job evaluation related sections of collective agreement. 6. Designs and maintains automated job evaluation tools and systems (OPSEU and Exempt master tracking spreadsheets, point sheets, evaluation documents) to improve administration of process.

Position Control: 1. In support of organizational design projects and restructuring initiatives, works with managers to clarify required ongoing and additional job responsibilities, conducts preliminary job evaluation and classification assessments for all restructured jobs and makes recommendations to assist with planning and decision making process. 2. Reviews all proposed position title changes or position titles for new jobs, with a view to ensuring organization-wide consistency, and recommends changes, as appropriate. 3. Accountable for ensuring an effective and accurate position control system for the university. Responsible for data management and integrity, and

of 7 documentation. Develops and implements processes to ensure position control is kept up-to-date and integrated with related HR and Payroll functions. 4. Ensures that all positions are appropriately coded for Employment Equity purposes under the National Occupational Classification system. 5. Acts as Trent University representative with A.O.U.H.R.P., completing annual salary survey benchmarking Trent’s positions against Ontario University comparator positions. Process requires a substantial amount of knowledge about Trent’s operations and structure and incumbent must use significant judgement when providing information.

Analytical Reasoning

. The duties of this position are varied and multifaceted. . Responds to labour relations queries from Managers and Directors that can be complex in nature, and involve collective agreement interpretation, knowledge of past settlements and case law. . Research grievance history and case law to assist in preparation for grievance meetings, mediations and arbitrations. . Responsible for gathering documentation and assisting managers in drafting restructuring plans. . Takes detailed notes in bargaining, and must understand provisions and processes in the respective collective agreements to ensure accuracy. Remains highly organized notes and documentation to Support the process. . Understand provisions and processes respective to CUPE Collective Agreement to ensure bargained changes are consistent with the University’s preference and practices. . Compensation analysis, job classification and salary administration are very sensitive and detailed matters that tend to be of high importance to employees, managers and senior administration. The process can be quite complex with many challenges to effectively navigate through. . Under the general direction of the Manager, Human Resources, the incumbent provides, job content review and advice, and classification administration. The incumbent is expected to demonstrate initiative, as well as conceptual and analytical thinking skill by identifying opportunities for improvement, and recommending policy, process and reference material improvements to the Manager. . The incumbent must be able to support the classification process and results for the university community, using substantial diplomacy and a detailed understanding of the position, job evaluation system and evaluation rationale. The job evaluation system is complex and the incumbent must exercise a significant degree of judgment when considering the relativity of a particular rating with ratings of other positions across campus.

of 7 Decision Making

. Makes decisions as to the interpretation of the CA, and as to which cases are relevant in advising managers on labour relations and staffing matters. . Has authority to draft briefs subject to Manager and/or Director approval. Determines what evidence is relevant. . Makes decisions on grievance resolutions and Letters of Understanding. . Must decide what content is included in notes and action items. . Managers rely on the incumbent’s assessment to make business decisions. Errors in the job rating can lead to serious, ongoing financial consequences for the individual, the department and the university. Furthermore, an inappropriate rating can result in grievances and lead to costly arbitration. . The incumbent handles sensitive information with respect to organizational design and restructuring initiatives and must maintain confidentiality when reviewing position descriptions. The incumbent’s involvement in organization design requires the utmost discretion.

Impact . Poor counsel can result in a grievance, and possible arbitration which can be quite costly to the University. . Poor decisions or advice can result in a labour dispute. . Inclusion or exclusion of inappropriate or inaccurate evidence can result in damage to reputation or financial loss. . Poor counsel can result in detrimental effects on staff morale, costs to the University, human rights violations, etc. . Decisions made create precedence on future actions that can be taken. . Important to arrange schedules to ensure timelines are met, important issues are dealt with in a timely manner so as not to preclude the University from acting on items as necessary. . Errors in job evaluation and/or compensation decisions can lead to serious, ongoing financial consequences for the individual, the department and the university. . Inappropriate ratings impact other job evaluation decisions, and can also result in grievances and lead to costly arbitrations. . If the incumbent makes recommendations that are not in compliance with legislative requirements, Trent could be exposed to substantial financial penalties and consequences.

Education Required Honours University Degree (4 years) in a related field with specialization in Human Resources, Labour Relations, Job Evaluation and Pay Equity training. CHRL designation preferred.

of 7 Experience Required 1. 4 years experience human resources experience is required in the areas of Labour Relations, position control and job evaluation systems. 2. Strong facilitation, problem-solving, negotiation, conflict resolution and client service skills. 3. Strong written and verbal communication skills. 4. Strong research and analytical skills. 5. High level of attention to detail, accuracy, and confidentiality required. 6. Solid understanding of human resources legislation including Employment Standards, Pay Equity, Human Rights. 7. Demonstrated tact, diplomacy, and objectivity. 8. Negotiation, conflict resolution, and client service skills. 9. Proficiency in a variety of software applications including word processing and presentation software, advanced spreadsheet creation and data manipulation, demonstrated understanding and use of database concepts, report writing tools 10.Ability to multi-task with proven organizational skills.

Responsibility for the Work of Others Indirect Responsibility for the Work of Others:  Leads job evaluation committees (OPSEU), providing direction and training to committee members.  Provides guidance and delegates work to student assistants, as required.

Communication Internal:  Employees/Grievers across all units of the University - Ranges from responds to routine queries to explaining more complex messages. Must use tact, diplomacy, persuasion and negotiation to settle complaints. Must deal with confidential private and medical information. Significant discretion is required. May facilitate communication between hostile parties.  Managers and Directors, Deans - Ranges from responding to routine queries to explaining more complex messages. Must deal with confidential private and medical information. Significant discretion is required. Coaching and explanation required on collective agreement language or legislative requirements.  Local Union representatives - Written and verbal communication ranging from responding to routine queries to explaining complex messages, negotiating terms and conditions of grievance settlements, exceptions to the Collective Agreement.  Faculty (Chairs/Associate Deans) - Ranges from responding to routine queries to explaining more complex messages. Must use tact, diplomacy,

of 7 persuasion and negotiation to settle disputes. Must deal with confidential private and medical information. Significant discretion is required. Coaching and explanation required, often on complex legal issues or collective agreement language.  Requires sound judgement in discussing problems, summarizing information and making recommendations.  Sensitivity, tactfulness and discretion required when dealing with confidential information.

External:  Legal Counsel - Covey details of cases. Convey University’s position.  Union Business Agents - Written and verbal communication ranging from responding to routine queries to explaining more complex messages.  Arbitrators and Mediators - Covey details of complex cases. Convey University’s position and persuade arbitrator/mediator of the University’s argument.  Labour relations colleagues at other universities, colleges and the municipality - Ranges from responding to routine queries to explaining complex messages. Solicitation of labour relations information to inform LR strategy.  Government agencies (Ontario Labour Relations Board, Ministry of Labour, MTCU etc.). Ranges from responding to routine queries to explaining more complex messages. Solicitation of labour relations information to inform LR strategy.  Communicates with members of the H.R. community (including Association of Ontario Human Resources Professionals) and outside agencies to share compensation and best practice information, participate in compensation surveys, etc.  Communicates with government agencies to clarify legislative implications of compensation and job evaluation decisions and outcomes.

Motor/ Sensory Skills  Keyboarding - Accuracy is imperative when dealing with compensation.  Minute-taking - Accurate, detailed notes are essential for ensuring that documentation is relevant and thorough for future reference.

Effort Mental:  Sustained concentration required for extended periods of time during Mediations, Bargaining and job evaluation meetings. Incumbent leads all job evaluation efforts, so sustained focus and concentration is essential part of work and presents a particular challenge when trying to capture information discussed but also focus on speaker, process information and probe content appropriately.

of 7  Sustained concentration required for annual salary review process (Exempt and OPSEU), as well as compensation analyses.

Physical:  Facilitation of mediation, bargaining, grievance meetings, job evaluation meetings requires sitting for extended periods.

Working Conditions Psychological:  Complaints, public criticism - As first contact in labour relations often the target of complaints and criticism.  Changing deadlines, time pressures - Grievance time lines must be complied with. Often issues are urgent and must be dealt with immediately.  Dealing with frustrated, angry or confrontational people - Grievances are usually as a result of very difficult circumstances, resulting in highly emotional, confrontational and angry responses. Responses can be irrational and can escalate quickly.  Lack of control over pace of work - As issues are often urgent (e.g. Workplace conflict, discipline issues), control over the pace of work is limited.  Multiple competing demands - 3 unions and limited resources results in competing demands. Bargaining off campus, arbitrations and mediations compete with day to day demands of the position.  Conflicting work priorities  Confinement - Long hours off campus, confined to bargaining location.  Frequent time pressures and lack of control over pace of work.