HR Documentation Specialist
4d ago
  • Job facts
  • Title : HR Documentation Specialist one year contract

    Division : Human Resources & Corporate Services

    Reports to : Director HR Business Partnership & Site Head Talent Acquisition

    Have you thought about your next career stop?

    Would you like to experience a workplace where we do Now What Patients Need Next!’

    Would you like to experience a job where passion meets purpose?

    This is the right moment to join our team and make a difference.


    Because Roche is embarking on a change that will define our future success by enabling all of us to act on our passion to make a difference for patients.

    If you value the competencies that make our employees successful at Roche Canada :

  • Learning Mindset
  • Integrity
  • Don’t let this opportunity pass you by!

    We are looking for a detail oriented, collaborative Human Resources Documentation Specialist who is passionate about people, team work, excellence and results.

    This exciting opportunity will provide the successful candidate the opportunity to work closely with the HR and Talent Acquisition Partners during a time of rapid change and transformation.

    In this role, you will be accountable for creating all employment documentation for employees based at the Roche Mississauga site as well as for maintaining accurate and current employment documentation templates.

    In addition, you will be accountable for ensuring the accuracy of all documentation produced to mitigate any potential legal risk to Roche and maintain employment files.

    Main accountabilities :

    Creation of Employment Documentation

  • Careful preparation of all types of employment documentation, including : Employment agreements for new hires, promotions, transfers and contract extensions / conversions to full time.
  • Inserts for offer packagesCompletion of Personnel Change Notices (PCNs)Completion of termination letters and release agreements and tracking / filing of signed agreementsPro-

    actively manage the contract status directly with clients (extensions or contract expiry)Completion of other relevant employment letters, including travel, employment verification and OHIP letters

  • Accountable for ensuring the accuracy of all documentation produced to mitigate any potential legal risk to Roche. This involves collaboration with HR colleagues to ensure understanding of the full context surrounding the need for the documentation to ensure that the document being produced is suitable, accurate and customized to the specific situation.
  • Responsible to make key decisions in recommending appropriate type of document / agreement and appropriate contractual clauses and wording for each document / agreement, depending on the situation.

  • Accountable for ensuring consistent documentation practices for similar situations for the purposes of ensuring equitable treatment of employees and for mitigating organizational risk.
  • Take initiative to streamline processes related to the creation of employment documentation such as exploring the utility of WorkDay to be used for this purpose.
  • Template Maintenance

  • Responsible for coordinating an annual review of employment and termination agreement templates with external legal counsel to ensure templates are up to date with current legislation.
  • Work with legal counsel and Director, HR Partnerships to ensure recommended changes to templates are implemented, stored and communicated to HR colleagues (ie Talent Acquisition and HR Business Partners) to ensure awareness of updates and changes.
  • Record Keeping and Filing

  • Responsible for maintaining employment files and filing HR documentation, both in hard copy (employment record room in HR) and online in HR TouchPoint site.
  • Accountable for ensuring tracking of documents to ensure that documents requiring a signature are returned to HR, bound by the HRBP and filed appropriately in the employee file.
  • Responsible for following up on documents which haven’t been received and involving HRBP if appropriate to the situation.

    Education / Skills / Knowledge / Experience :

  • 3 year degree, Human Resources designation an asset
  • A minimum of 3-5 years of work experience in a similar capacity (HR or legal contracts)
  • Employment Documentation - Understanding the meaning of all the clauses in the various templates. Understanding the circumstances applicable for each template as well as when customization (ie the creation of a different document where templates don’t apply) is necessary.
  • Record Keeping / Filing - Understanding the data retention periods for all types of documentation as well as the Roche guidelines for naming conventions and the filing procedures
  • Solid experience creating employment documentation and ability to understand complex contractual agreements in order to customize language in the agreement to fit the specific situation.
  • Strong written and verbal communication skills.
  • Very high level of detail orientation required, as well as solid organizational and work prioritization skills.
  • Ability to negotiate deadlines.
  • Proficient in MS Office and HRIS software; knowledge of Workday is an asset
  • Qualified candidates are encouraged to apply by : July 13, 2019

    This position is not eligible for relocation support.

    This position is open to applicants legally authorized to work in Canada.

    Roche is an equal opportunity employer and prohibits unlawful discrimination based upon any legally protected ground. Roche will make a good faith effort to accommodate the individual needs of applicants with disabilities in our recruitment process.

    NOTE : All employment is conditional upon completing and obtaining a satisfactory background check, including educational, employment, references and criminal records (for which a pardon has not been granted) checks.

    AGENCY NOTICE : Please note that Roche Canada does not accept unsolicited resumes from recruiters or employment agencies.

    In the absence of a signed Services Agreement with agency / recruiter, Roche Canada will not consider or agree to payment of any referral compensation or recruiter fee.

    In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Roche Canada explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

  • Who we are Roche Pharma Canada has its office in Mississauga, Ontario and employs over 850 employees. The Mississauga facility is bright, vibrant, fosters collaboration and teamwork, and is reflective of Roche's truly innovative culture.
  • Roche is an equal opportunity employer.

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