Mission

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 144,000 students and 16,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first. Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals.

When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

Competition Info

Competition Close Date:open until filled

Calendar: This is a year-round position and is eligible to participate in the organization's Earned Days Off (EDO) program, providing additional scheduled time off from June to August in accordance with program guidelines

Salary:SA Grade F $33.12 - $43.06 per hour

FTE: Casual

Position Description

Purpose The purpose of this job is to provide confidential assistance to CBE employees requiring the support of the Employee Health Resource Centre (EHRC) and administering leaves of absence. They provide administrative support to the Health Advisors as employees navigate individual and concurrent leaves within CBE. This job serves as a point of contact, resource, and support to all Calgary Board of Education (CBE) employees to answer questions, respond to issues, and problem solve in accordance with all leaves of absences and procedures.

Health Resource

Representatives administer sick leaves under 11 days, request medical follow up for long-term absences, provide information and connect employees to Homewood Health Resources, set up medical evaluations, process leaves of absences and calculate benefit costing as impacted with each leave. These services are provided through a working knowledge of CBE Administrative Regulations, CBE/Human Resources (HR) policies and procedures, and collective agreements, in addition to provincial and federal legislation.

Accountability

This job is accountable for:

- Serving as the first point of contact to the EHRC clients in a professional, customer service oriented and diplomatic manner

- Providing all administrative, clerical and data support to the Health Advisors

- Effectively coordinating all administrative functions for sick leaves, long term disability (LTD), extended disability benefit (EDB), the Coordinated Assistance for Rehabilitation, Employee Family Assistance Program (EFAP) administrative duties and Workers’ Compensation Board (WCB) claims

- Ensuring the accurate processing of employee HR data including: all leaves of absence including sick leaves of absence, modified hours, return to work and short and long term absences

- Providing support and accurate information regarding specific details of the benefits plans as per collective agreements, entitlements and responsibilities to employees, supervisors and EHRC staff, Employee Contact Centre, Payroll Administration, Finance and external vendors

- Working effectively in a positive and productive team environment, that is deadline sensitive and cross-functional, to provide accurate, productive services to meet both legislated and mandated deadlines and the required outcomes of a highly variable work environment to internal and external stakeholders

- Demonstrating an understanding of HR functions and resources including the proper management of personal health information in a confidential, tactful, and diplomatic manner

- Transferring knowledge and skills to others, mentoring colleagues based on own expertise. Educating, training, and providing support to employees when applicable

This job must ensure a strict level of confidentiality in all HR and EHRC matters.



This is done in compliance with the Access to Information and protection of Privacy (POPA) legislation and HR ethics.

Major Responsibilities

- Provides administrative support to the Health Advisors, Counsellors and/or the Manager, EHRC

- Monitors all incoming medical documentation for timely referral to appropriate team member to enable early intervention. Keeps designated team member updated on employee status accurately and expediently. Notifies Health Advisor immediately of any issues where there is potential of injury to an individual or others and/or which may be political or volatile in nature.

- Completes all legal, POPA and employee file requests.

- In accordance with business processes, ensures timely and accurate processing of HR data related transactions that support all leaves of absence.

- Supports employees by explaining the process and established entitlements in Collective Agreements and Terms and Conditions of Employment in relation to administering leaves of absence, applicable extensions and the appropriate benefits for all employee groups. Liaise with Health Advisors and benefit carriers in regards to disability applications to ensure effective and timely documentation is sent to all parties concerned seeking second level support when required.

- Updates and maintains all applicable databases involving all employees on sick leave, EDB/LTD, modified return to work, and WCB claimants.

- Communicates changes in status of all employees on sick leave, return to work EDB / LTD or WCB in a timely fashion to appropriate HR departments and work units.

- Recommends changes to the EHRC Manager regarding HR practices, procedures and policies that will improve service delivery to employees. Works to support the EHRC when issues are identified with the intent of acknowledging and implementing solutions.

- Identifies data entry errors and delays that may result in pay discrepancies. Takes preventative action under the guidance of the Manager, EHRC and through following existing processes to ensure related documentation and records are accurately maintained and processes adjustments as required to ensure payroll accuracy.

- Contacts employees, medical practitioners or supervisors for information or follow-up as requested by the Health Advisor, or Manager, EHRC.

- Calculates Rehabilitation Earnings, Last Paid Sick Days through the HRIS system for LTD/EDB carriers. Communicates with EDB carrier through portal system when requesting leave notification, modified work schedules and return to work of employees. Completes Plan Sponsor’s Statement forms for LTD carrier.

- Participates in special projects as a resource (e.g., system upgrades, business process improvement initiatives).

- Verifies eligibility and processes, SEB Top Up calculations and benefits costing.

- Provides front line reception for EHRC

- Receives incoming calls and responds appropriately, accurately and in a timely fashion. Provides general information related to leaves processes, EHRC services and EFAP program. Redirects client requests to the appropriate individual or department as required.

- Utilizes discretion and decision making skills in identifying urgent and/or sensitive situations requiring immediate referral to one of the health professionals.

- Coordinates and administers the scheduling of appointments for the health professionals.

- Provides community resource information provided through the employee benefits plans.

- Performs general clerical responsibilities such as typing, correspondence, photocopying, faxing, scheduling couriers and processing and/or filing mail.





- Provides records management services to the Employee Health Resource Centre.

- Provides scanning of medical documents through software system

- Processes invoices and ensures appropriate management approvals are received before sending to Accounting. Orders supplies and equipment. Monitors and reconciles orders against deliveries.

- Ensures office equipment and systems operate effectively. Will initiate appropriate action to rectify problems through Help Desk and plant stakeholders such as the Facility Operator.

- Performs other related responsibilities as assigned to meet the purpose and accountabilities of the role.

Qualifications

Education and Experience

- Post-Secondary certificate in Human Resources or Medical Office Assistant. Equivalent combination of education, experience and training may be considered.

- A knowledge and understanding of medical terminology strongly preferred.

- Two years related experience, preferably in healthcare, WCB, Human Resources

- Related experience in a large multi-union organization

- Demonstrated, knowledge and application of integrated human resources information systems such as PeopleSoft or Medgate

Demonstrated Skills and Competencies
- Professionalism - The ability to be sensitive to confidentiality issues and the ability to exercise tact and diplomacy in difficult situations especially in matters concerning employee health.

- Quality of judgment – Contribute to the achievement of strategic outcomes as they relate to the service unit or department’s objectives. Decisions or recommendations reflect a balance of high professional standards and best practices.

- Customer service orientation – Results driven, while being aware of and responsive to client needs and requests. Ability to manage expectations, prioritize work requests and communicate effectively.

- Communication skills – Excellent communication, including writing, presenting and active listening skills. Comfortable dealing with confrontation and diffusing conflict without alienating others. The ability to exhibit positive, empathetic, patient and diplomatic behaviour at all times.

- Knowledge- Experience with claims management process, WCB requirements as per their policies and procedures, internal CBE benefit systems/plans and collective agreements a strong and preferred asset.

- Time management - Demonstrated ability to work effectively in a team orientated work setting of high volume workloads with multiple, tight and demanding timelines.

- Effective cross-functional teamwork – Ability to achieve progress and results related to strategic initiatives, continuous improvement, bargaining outcomes, etc.

- Technical competence – Knowledge of Microsoft software applications and familiarity with functionality and operations of PeopleSoft, Medgate or other full service HRMS technologies.

- Professional currency – Stays up to date in related field and is able to apply innovative solutions as appropriate.

- Data integrity – Strength in data analysis with attention to detail.

- Personal suitability.

Conditions of Employment

Police Information Clearance: Applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police information clearance before employment is confirmed.

Be Part of Our Success

A career with the CBE offers incredible opportunities, rewards and supports.

We thank all candidates for their interest in this position however only those selected for an interview will be contacted.

Land Acknowledgement

The Calgary Board of Education acknowledges the traditional territories and oral practices of the Treaty 7 Nations, including the Siksikaitsitapi Nations, Tsuut'ina Nation, and the Îyârhe Nakoda Nations. We acknowledge the Métis Nation within Alberta, and all people who make their homes in the Treaty 7 region of southern Alberta. As a learning organization, we are committed to advancing the Truth and Reconciliation Calls to Action focused on Education for ReconciliACTION.

📌 Health Resource Representative (Hybrid) (Calgary)
🏢 Calgary Board of Education
📍 Calgary