Job Specification
Position Title:
WORKPLACE DISCRIMINATION & HARASSMENT PREVENTION ADVISOR
Job Code:
I0802A - Human Resources41
Purpose :
To provide specialist enterprise-wide case management services for the prevention, review, investigation and resolution of workplace harassment and discrimination complaints and the implementation of workplace restoration.
To provide advice and guidance to management on workplace discrimination and harassment prevention (WDHP) policies, issues and trends.
Key Responsibilities :
1. Provides advice, consultative, and coordination services to senior management, human resources specialists and line managers in response to a wide range of WDHP complaints, issues and matters (e.g., personal harassment). Provides interpretation and explanation of related legislation, corporate policies, programs and initiatives, and collective agreement provisions.
2. Provides WDHP case management for a range of concurrent WDHP complaints referred from various line ministries. Conducts case reviews and assesses applicable policies/legislation. Consults with employees, line managers, and bargaining agents (as appropriate) to gather and analyze additional information to determine appropriate course of action and identify potential issues to be managed.
3. Provides advice regarding complaints to line and senior management as to possible process strategies (e.g. mediation vs. investigation) and recommends resolution options (e.g., direct management action, alternate dispute resolution) for the particular case.
4. Provides advice, guidance and support to the responsible manager during the complaint resolution process. May conduct mediation or investigations personally, if warranted, or generally recommends procurement of external service providers through the Vendor of Record. Coordinates the external investigation process including providing relevant information, putting parties on notice, and coordinating the logistics of an external investigation; involves other ministry stakeholders, as required.
5. Provides input into the development of operating procedures, guidelines, best practices, processes, benchmarks, performance indicators and other tools to enhance the effectiveness of program.
6. Assists management in the development, delivery and coordination of educational training and awareness programs including identifying program trends and knowledge/skills gaps, and creating awareness materials.
7. Contributes to the development of program compliance data and statistical analysis to support individual case and broad program recommendations and drafts briefing notes and presentations to support senior management decision making.
8. Coordinates advice from appropriate parties (with responsible manager, Legal and Employee Relations) and participates in the development of appropriate recommendations to the Deputy Minister following an external investigation.
9. Prepares a variety of confidential and sensitive written communications e.g., issues notes, 9-month letters, 6-month workplace restoration review and flags contentious issues to the Team Lead and/or Manager of the WDHP Section.
Qualifications :
Not applicable.
Factors :
Knowledge :
Thorough knowledge of theories, principles, OPS policies, directives, guidelines and federal/provincial legislation, codes and regulations to provide WDHP consulting services and expertise in managing cases.
Knowledge of human resources theory practices, principles, policies and collective agreements to provide guidance and advice in resolving grievances involving WDHP matters. Understanding of organizational/theory and dynamics related to the workplace to assess and evaluate complaints and manage case files.
Knowledge of mediation, investigative, and project management techniques to organize a portfolio of case files, manage cases, identify and resolve issues; monitor service providers, conduct investigations.
Knowledge of administrative law, due process, confidentiality/privacy issues and WDHP issues, trends and developments to assess emerging issues, gather information to recommend strategies, suggest changes to procedures and processes.
Ministry strategic direction, business plans and service/program delivery models to ensure programs support ministry plans and directions.
Program Responsibility :
Responsible for the quality of analysis and consulting services provided to client group and recommendations for the management of WDHP complaints and issues.
Responsible for the effective management of case files and development of resolution options, including recommending prevention and restoration strategies.
Responsible for the advice and expertise provided to management related to program policies, legislation and emerging issues to support sound management decision-making.
Provides input to the development of program processes, policies and best practices to enhance services and program delivery objectives.
Analytical Thinking :
Assists line managers in developing and implementing an appropriate workplace restoration strategy.
Identifies systemic trends and recommends solutions that support organizational and program objectives.
Planning / Coordinating :
Plans and coordinates services and work priorities within operational and legislative deadlines and manage a portfolio of clients and case files.
Plans and coordinates with other corporate program areas in carrying out investigations and monitoring service providers, ensure linkages and collaboration throughout process.
Coordinates the external investigation process in which third party providers are required to conduct the investigation; facilitates appropriate liaison with client ministries and the completion of their work, as required.
Ensures that senior management is alerted to emerging trends/Issues in a timely manner.
Leadership/Guidance :
Provides technical guidance, coaching, and mentoring to colleagues within unit.
Provides expert advice and guidance to OPS human resources staff and clients.
Independence of Action :
Work is performed within the framework of relevant OPS policies, processes and guidelines, collective agreements and legislative authorities and related to WDHP. Operational guidelines are available and work is carried out on a portfolio basis.
Determines appropriate course of action (e.g. mediation, investigation) based on analysis of complaints and assessment of all available information. Recommends resolution options to senior ministry management ensuring due diligence on part of the organization.
Evaluates reports of external investigators and ensures conclusions are based on sufficient evidence and appropriate consideration of the balance of probabilities.
Determines soundness of recommendations to clients on workplace restoration. Interprets application of policy and legislation, standards and guidelines and recommends input for the development of operating procedures, guidelines.
Interpersonal/Communication :
Discusses investigations, reports/correspondences and consults on proposed management action with Legal Services.
Exchanges information with line and senior management; discusses issues and provides advice on WDHP matters to resolve complaints.
Responds to compliance issues, clarifies information, obtains or provides information, including consultation on technical, administrative and legal aspects of WDHP programs. Drafts procedures, briefing notes, reports and educational materials.
Consults with other agencies, jurisdictions, educators and experts in the field to gather intelligence; to initiate, influence or suggest alterations to proposed WDHP programs, processes or legislation; to discuss common issues, educational programs and obtain or provide Information.
Communicates with union representatives and/or employee's legal counsel, to discuss specific cases and provide information.
Works with service providers to ensure compliance with project terms and assess soundness of conclusions.
Meets with managers and staff in difficult and emotionally charged situations, sometimes with bargaining agents or legal representatives present.
Physical Effort :
Majority of time is spent in an office environment with frequent opportunity to move about.
Sensory Effort :
Requires active listening skills in order to understand the full extent of issues, concentration to analyze issues, and ability to multitask and deal with repeated interruptions for urgent requests for information.
Working Conditions :
Work is performed in a typical office environment.