Supervisor, Human Resources

Position Title:

Supervisor, Human Resources

Responsible To:

Manager, Human Resources

Department:

Human Resources

Responsible For:

Human Resource Administrative Assistant

Job Summary:

An HR supervisor plays a crucial role in managing human resources services, policies, and programs within an organization. Here are the key responsibilities and requirements for this position:

Key Responsibilities:

 Payroll and Benefits Administration:

Manage and execute the Home’s Payroll function.  This will include the following:

• Collect and collate hourly paid time sheets and  travelling claims for each monthly payroll
• Ensure all payroll transactions comply with relevant laws, regulations, and internal controls.
• Prepare monthly payroll changes, ensure accuracy and resolve discrepancies.
• Maintain the integrity and confidentiality of data in all payroll-related functions.
• Generate payroll reports and analytics for management review when requested.
• Complete statutory deductions, e.g. monthly Tax and NIS and other payments plus TD1 and TD 4 documents to be submitted by deadline dates.
• Prepare annual TD4 statements for staff and ensure distribution occurs by 15 March of each year
• Prepare and submit the yearly TD 4 Declaration form for the Board of Inland Revenue no later than 30^th March each year
• Ensure payroll records are signed off by the relevant managerial official, properly stored and easily retrieved for records and audit purposes.
• Provide HRP5 training to HR personnel when required.
• Employee Engagement:

Design, implement, and maintain an annual Employee Engagement Strategy to build a positive culture in the Home.

• Design and execute employee engagement programs, including events, workshops, and recognition initiatives.
• Conduct surveys and feedback sessions twice yearly to measure employee engagement levels and identify areas for improvement. Prepare survey result reports for management and/ or the board.
• Provide coaching and support to managers and team leaders on best practices for employee engagement.

Performance Management:

Assist in developing, implementing, and maintaining performance management systems, including the design of performance appraisal forms, evaluation criteria, and performance improvement plans.

• Work with heads of units to establish clear, measurable performance standards and metrics.
• Monitor, requests and processes employee performance appraisals and seeks the requisite approvals for performance-related ncentives and renewal of contracts as instructed
• Assist heads of units. House parents in the preparation of appraisal forms, performance interview meetings, appraisal discussion interviews and forms and make recommendations for improvement in policy and procedures when necessary.
• Ensures that all 3rd-month and 5th-month probationary reports and annual reports are submitted to the HR unit within the stipulated timelines and provides recommendations to the Manager, HR based on the respective employee’s performance.
• Reviews 6^th monthly and annual appraisals to identify employee’s training needs and deficient areas in the performance management system for improvement
• Review the Extended Reach Software every month to follow up on employees’ performance in the households.
• Craft, coordinate and follow up performance improvement plans for underperformers.
• Design, implement, and maintain records of succession planning initiatives to identify and groom high-potential employees; provide accurate and timely formal reports to the Manager, HR
• At the direction of the Manager, Human Resources implement HR intervention strategies e.g. counselling, training and/or staff rotation
• ▪ Assist with the provision of development opportunities through the maintenance of a database populated by the contents of the employee’s performance appraisal information. ▪ Make recommendations for corrective action to be taken to improve performance, where necessary
• Monitors and evaluates the performance of direct reports through  effective planning, delegation, communication, training, coaching and mentoring.
• Employee and Industrial Relations

Supports the Manager, HR on any industrial relations matters as assigned including any representation/advocacy at/with the Ministry of Labour, Industrial Court, or union representatives

• Assist with investigations and conduct grievance and disciplinary assertions as directed
• Draft disciplinary correspondence (memos, warnings, suspensions, and termination).
• Maintain a database of all employee relations and industrial relations matters ensuring that the corresponding documents are properly filed and stored in secondary personnel files.
• Conducts exit interviews and prepares reports for management and board
• Training and Development:

Assists in the development, coordination and execution of  the Home’s Training and Development program

• Complete a training needs analysis at the end of each year for the succeeding year through, regular consultation with line managers and supervisors, or as otherwise reported through appraisals and analyse of training needs to design employee development plans for the benefit of the employee and their respective unit.
• Deliver training sessions as advised by the Manager, HR or management team
• Plan and assess the 'return on investment' of any training or development programme, considering the costs of planned programmes and keeping within budgets
• Research new technologies and methodologies in workplace learning.
• HR Records Management:
• Responsible for the management of all HR data in the Home thereby ensuring the integrity of records and compliance with statutory and institutional requirements
• Record and create employee databases such as personnel data, compensation, benefits, attendance, performance appraisals, contracts, and termination dates to provide information and  create reports when necessary 

Talent Acquisition:

• Collaborate with supervisory and managerial staff to identify staffing needs and lead the  talent acquisition portfolio for  non-supervisory staff
• Source potential candidates through all available channels, selecting the most appropriate channel based on the position. (e.g. social platforms, job hosting sites, print and digital media, and professional networks)
• Assists in the determination of the selection criteria, plans interviews, and selection procedures, including screening calls, technical and personality assessments, and interviews.
• Create job descriptions, interview questions, and assessments that reflect the requirements for each position for final review and approval of the Manager, HR
• Perform employee background checks and verifies all information submitted by selected candidates
• Prepare job offers and employment contracts; monitors employment contracts to ensure that they are updated and in compliance with labour laws, precedents and SDCH’s human resources policies and procedures
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• Health and Safety:
  • Chairs HSSE committee and prepare monthly reports for the board and submission to the OSHA Authority
  • Creates and maintains HSE policies, prepare reports on HSE issues and guide the executionof  training and initiatives

Please note that a job description may change at any time, due to changes in the business environment and/or the organisation’s needs.

Qualifications, Experience and Skills:

 Undergraduate degree in Human Resource Management, Business Management, or related Social Science discipline

• Three (3) to five (5) years experience in a Human Resources environment in which some of the key duties would have been performed.
• Working knowledge of and experience in interpreting the Industrial Relations Act and relevant Labor and Employment Laws of Trinidad and Tobago
• Working knowledge and experience in the administration of the  payroll function will be an asset