People & Culture Specialist (Records Management & Compliance - Hybrid)

Description

Join our team

At TELUS, we’re looking for people who like to innovate every day. As part of the People & Culture team, you should know that we’re not your standard (traditional) Operations team. We embrace change and challenge the status quo and we have fun doing it. We’re just as passionate about our team as we are about our customers and we’re looking for people that radiate this passion.

Here’s what we believe

• We are ONE team – there’s no room for egos or blame
• Everything we do is tied to the business – our customers
• We challenge the status quo – and when others think we’re done, we make it better
• We live up to our commitments – to ourselves, our friends, family, peers, leaders and our customers
• Our success is all about how we do things – how we lead and think, proactively solve problems, deliver, communicate, and more

Here’s the impact you’ll make and what we’ll accomplish together

In this role, you will apply your diverse skill set to support the P&C Operations team. You will put your best foot forward by helping:

• Deliver superior team member experiences by providing records management execution, expertise and guidance to our team and stakeholders
• Bring a mindset of innovation and continuous improvement by challenging the status quo and implementing process improvements
• Ensure the integrity of our overall data through audits, automation, and a relentless focus on safeguarding the quality of our work
• Wow our customers every day by being the expert in your field and by taking ownership of our customers’ end to end experience
• Ask why; be the advocate for our customers, the adviser to our partners, the pioneer for our team, and the ambassador for our business 

Here's how:

General administration

• Fulfill and coordinate mail/courier requests for all P&C Operations teams
• Monitor and route P&C Operations mail to appropriate team members
• Scan physical mail for electronic distribution and record-keeping
• Perform administrative Payroll duties, such as cheque printing
• General filing

Team Member Privacy

• Manage the Team Member Privacy mailbox and process requests from team members and stakeholders related to employment files, offer letters, pay statements, etc
• Develop, educate and enforce protocols for protecting sensitive employee information within P&C Operations

Records and data management

• Oversee full lifecycle of records management processes, from creation through to disposition
• Responsible for ensuring P&C Operations teams are applying the correct Records Retention and Disposition schedules and ensuring files are destroyed as per schedule
• Participate in quarterly meetings with the Privacy team as the P&C Operations representative
• Conduct auditing & reporting on records inventory & activity
• Conduct regular audits and reports in Employee Central to ensure data integrity of team member files
• Responsible for all P&C Operations files at Iron Mountain
• Retrieve and file records including digital and physical records stored online, within TELUS facilities and with 3rd party offsite storage facilities
• Maintain records inventory and track active/inactive records
• Assist with records conversion projects
• Maintain information in accordance with business requirements ensuring Freedom of Information Act (FOI) and International Standards Organization (ISO) compliance
• Meet both internal and external auditor’s Sarbanes-Oxley control requirements

Qualifications

You're the missing piece of the puzzle

• Analytical and creative problem solver, you make sound decisions under pressure
• Curious mind, an appetite to learn different things, and a knack of spotting new opportunities
• Exceptional organizational abilities and attention to detail
• Ability to navigate ambiguity, overcome confusion, and simplify complex situations
• Solid understanding of relevant privacy laws and familiarity with regulations and legislation affecting HR records
• Familiar with interpreting and applying records retention and disposition schedules
• Basic knowledge of Canadian Federal & Provincial Records Management legislation, regulation, policies and procedure
• Proficient knowledge of standard office software (Google Suite preferred), with advanced Excel or Google Sheets experience
• SuccessFactors systems experience (preferred)
• Strong interpersonal skills with ability to interact at all levels of the organization
• 3+ years of records management experience supporting a diverse group of large/complex customers
• Bilingual in English and French, both written & oral would be an asset

Advanced knowledge of English is required, because you will, interact in English with external parties (clients, suppliers, candidates, external partners...), interact in English with internal parties (colleagues, internal partners, stakeholders...), as part of this position's main responsibilities, given its  scope.