Workplace Investigation Intake Specialist
About the role
Workplace Investigation Intake Specialist
Department: Workplace Investigations
Program: Human Resources
Status: Temporary Full Time (12 months)
7.5 Hour Shifts, days Schedule (Subject to Change)
Location: Whitby - Corporate Office, May need to travel across all sites
Wage Schedule: $34.760 - $46.850 per hour
File Number: 2500002887
The Workplace Investigations Intake Specialist plays a critical role in fostering a safe, respectful, and inclusive workplace as the first point of contact for submitted workplace complaints. Reporting to the Manager, Workplace Investigations, the Intake Specialist supports the prima facie assessment process by conducting initial reviews to determine whether complaints meet the threshold for formal investigation.
In collaboration with the Manager, this role is responsible for receiving, assessing, and triaging complaints submitted to the Workplace Investigations Department. The Intake Specialist ensures that each complaint is handled appropriately and referred in alignment with internal policies, procedures, and applicable legislations. They are also responsible for maintaining accurate records within the case management system.
The successful candidate will demonstrate neutrality, professionalism, and a commitment to confidentiality in all interactions. This role requires a trauma-informed, equity-informed, and consistent approach to ensure fair, independent, and respectful resolution processes. This position requires a strong commitment to equity, inclusivity, empathy, and a genuine desire to foster positive change.
DUTIES AND RESPONSIBILITIES:
" Serve as the primary intake contact for all submitted workplace complaints, including harassment, discrimination, and sexual harassment by handling all matters with strict confidentiality, professionalism, and integrity.
" Facilitate clear, confidential, and professional communication among complainants, respondents, and other stakeholders to clarify issues, and gather relevant, missing, or supplementary information/documentation for review.
" Receive, log, assess, and triage all incoming complaints through case management systems (WeCare), and identify next steps for resolution or investigation.
" Conduct prima facie assessments to determine jurisdiction and appropriate next steps under the supervision of the Manager.
" Flag urgent or high-risk complaints to appropriate departments for immediate action and route matters outside the Investigation team's scope to the appropriate department.
" Assist in contributing to various workplace investigation-related projects that promote inclusivity, equity, a trauma-informed approach, and compliance with relevant laws, applicable policies and regulations.
" Prepare and organize intake complaint files for assignment to internal or external investigators.
" Support the integrity and accuracy of the case management system by entering intake data and maintaining accurate up-to-date records.
" Develop and update intake templates, Standard Operating Procedures, and process documentation.
" Provide day-to-day administrative and operational support to the Workplace Investigations team.
" Manage the Workplace Investigations team's confidential mailbox, ensuring timely logging and follow-up of all submissions.
" Assist with the development and continuous improvement of standardized investigation documentation processes.
" Performs other duties as assigned.
QUALIFICATIONS:
" University degree or post-secondary diploma in Human Resources, Human Rights, Legal Studies, Social Justice, Public Administration, Social Work, or a related discipline.
" Minimum of 3 to 4 years of relevant experience in intake, case management, early resolution, complaint handling, supporting investigations, or customer service within a unionized, public sector, or healthcare environment.
" Strong understanding of workplace investigation processes and applicable Ontario legislation, including the Ontario Human Rights Code, Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, and relevant workplace policies.
" Demonstrated experience and familiarity with complaint resolution principles, policies, and processes, including investigations and human rights frameworks.
" Proven ability to work independently, prioritize tasks, and maintain strict confidentiality.
" Excellent communication and interpersonal skills, with the ability to handle sensitive information with sound judgment, empathy, and discretion.
" Strong time management and organizational skills, with the ability to manage multiple and competing priorities in a fast-paced environment.
" Demonstrated ability to resolve issues quickly through effective and thorough analysis.
" Proficiency in Microsoft Office (Word, Excel, Outlook), case management systems, and electronic incident reporting systems.
" Proficiency in data management, including the use of case management databases and maintaining accurate records.
" High attention to detail and accuracy in documentation and record-keeping.
" Proactive and innovative, with the ability to find creative solutions to improve service quality.
CONDITIONS OF EMPLOYMENT:
The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.
Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.
Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.
Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.
At Lakeridge Health we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive and accessible and to employing a workforce that is representative of the diverse community we provide services to. As an equal opportunity employer we welcome applications from all qualified applicants.
Lakeridge Health is committed to providing a safe and healthy work environment for all team members and patients. New Lakeridge Health team members will be required to complete a Pre-employment Health Assessment as a condition of employment.
About Lakeridge Health
Lakeridge Health is one of Ontario’s largest community hospitals, serving people across Durham Region and beyond. We are part of our community and it shows in the care we provide – because the people coming through our doors are our neighbours, family and friends.
With five hospitals, four emergency departments, three critical care units, a longterm care home, a full range of medical and surgical specialties, more than 20 community health-care locations and a state-of-the-art surgical centre within the soon-to-open Jerry Coughlan Health & Wellness Centre, Lakeridge Health offers some of the broadest and most comprehensive acute care, ambulatory care, and long-term care services in Ontario.
Lakeridge Health is also home to several regional specialty centres and services, including the Central East Regional Cancer Program, R.S. McLaughlin Durham Regional Cancer Centre, The Shoulder Centre, and eye care and chronic kidney disease services. Additionally, we are proud to serve our community with a full suite of inpatient, ambulatory, and community-based mental health and addictions services, and provide safe, high-quality, compassionate care in our state-of-the-art long-term care home, Lakeridge Gardens.
Guided by our vision of One System. Best Health. and supported by a dedicated team of more than 8,700 staff, physicians, and amazing volunteers, Lakeridge Health is working in collaboration with its Durham Ontario Health Team, primary care, and community and government partners to foster a truly integrated, regional system of care. Together, we are focused on empowering people to live their best health and fostering an accessible, inclusive, and equitable environment for all.
The Lakeridge Health Education and Research Network is attracting new research talent and is now a satellite campus for the Queen’s University Family Medicine Program. And our Whitby site is a national leader in adopting a nurse-practitioner led model of care.
Workplace Investigation Intake Specialist
About the role
Workplace Investigation Intake Specialist
Department: Workplace Investigations
Program: Human Resources
Status: Temporary Full Time (12 months)
7.5 Hour Shifts, days Schedule (Subject to Change)
Location: Whitby - Corporate Office, May need to travel across all sites
Wage Schedule: $34.760 - $46.850 per hour
File Number: 2500002887
The Workplace Investigations Intake Specialist plays a critical role in fostering a safe, respectful, and inclusive workplace as the first point of contact for submitted workplace complaints. Reporting to the Manager, Workplace Investigations, the Intake Specialist supports the prima facie assessment process by conducting initial reviews to determine whether complaints meet the threshold for formal investigation.
In collaboration with the Manager, this role is responsible for receiving, assessing, and triaging complaints submitted to the Workplace Investigations Department. The Intake Specialist ensures that each complaint is handled appropriately and referred in alignment with internal policies, procedures, and applicable legislations. They are also responsible for maintaining accurate records within the case management system.
The successful candidate will demonstrate neutrality, professionalism, and a commitment to confidentiality in all interactions. This role requires a trauma-informed, equity-informed, and consistent approach to ensure fair, independent, and respectful resolution processes. This position requires a strong commitment to equity, inclusivity, empathy, and a genuine desire to foster positive change.
DUTIES AND RESPONSIBILITIES:
" Serve as the primary intake contact for all submitted workplace complaints, including harassment, discrimination, and sexual harassment by handling all matters with strict confidentiality, professionalism, and integrity.
" Facilitate clear, confidential, and professional communication among complainants, respondents, and other stakeholders to clarify issues, and gather relevant, missing, or supplementary information/documentation for review.
" Receive, log, assess, and triage all incoming complaints through case management systems (WeCare), and identify next steps for resolution or investigation.
" Conduct prima facie assessments to determine jurisdiction and appropriate next steps under the supervision of the Manager.
" Flag urgent or high-risk complaints to appropriate departments for immediate action and route matters outside the Investigation team's scope to the appropriate department.
" Assist in contributing to various workplace investigation-related projects that promote inclusivity, equity, a trauma-informed approach, and compliance with relevant laws, applicable policies and regulations.
" Prepare and organize intake complaint files for assignment to internal or external investigators.
" Support the integrity and accuracy of the case management system by entering intake data and maintaining accurate up-to-date records.
" Develop and update intake templates, Standard Operating Procedures, and process documentation.
" Provide day-to-day administrative and operational support to the Workplace Investigations team.
" Manage the Workplace Investigations team's confidential mailbox, ensuring timely logging and follow-up of all submissions.
" Assist with the development and continuous improvement of standardized investigation documentation processes.
" Performs other duties as assigned.
QUALIFICATIONS:
" University degree or post-secondary diploma in Human Resources, Human Rights, Legal Studies, Social Justice, Public Administration, Social Work, or a related discipline.
" Minimum of 3 to 4 years of relevant experience in intake, case management, early resolution, complaint handling, supporting investigations, or customer service within a unionized, public sector, or healthcare environment.
" Strong understanding of workplace investigation processes and applicable Ontario legislation, including the Ontario Human Rights Code, Occupational Health and Safety Act, Accessibility for Ontarians with Disabilities Act, and relevant workplace policies.
" Demonstrated experience and familiarity with complaint resolution principles, policies, and processes, including investigations and human rights frameworks.
" Proven ability to work independently, prioritize tasks, and maintain strict confidentiality.
" Excellent communication and interpersonal skills, with the ability to handle sensitive information with sound judgment, empathy, and discretion.
" Strong time management and organizational skills, with the ability to manage multiple and competing priorities in a fast-paced environment.
" Demonstrated ability to resolve issues quickly through effective and thorough analysis.
" Proficiency in Microsoft Office (Word, Excel, Outlook), case management systems, and electronic incident reporting systems.
" Proficiency in data management, including the use of case management databases and maintaining accurate records.
" High attention to detail and accuracy in documentation and record-keeping.
" Proactive and innovative, with the ability to find creative solutions to improve service quality.
CONDITIONS OF EMPLOYMENT:
The terms and conditions of employment are in accordance with Lakeridge Health's policies and procedures.
Lakeridge Health thanks all applicants, however, only those selected for an interview will be contacted.
Successful External applicants must provide a satisfactory Criminal Investigation Reference for the vulnerable sector, dated within the past six (6) months.
Accommodation will be provided in all parts of the recruitment and assessment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Applicants need to make their needs known in advance.
At Lakeridge Health we value inclusion and diversity. We are committed to fostering a culture that is respectful, inclusive and accessible and to employing a workforce that is representative of the diverse community we provide services to. As an equal opportunity employer we welcome applications from all qualified applicants.
Lakeridge Health is committed to providing a safe and healthy work environment for all team members and patients. New Lakeridge Health team members will be required to complete a Pre-employment Health Assessment as a condition of employment.
About Lakeridge Health
Lakeridge Health is one of Ontario’s largest community hospitals, serving people across Durham Region and beyond. We are part of our community and it shows in the care we provide – because the people coming through our doors are our neighbours, family and friends.
With five hospitals, four emergency departments, three critical care units, a longterm care home, a full range of medical and surgical specialties, more than 20 community health-care locations and a state-of-the-art surgical centre within the soon-to-open Jerry Coughlan Health & Wellness Centre, Lakeridge Health offers some of the broadest and most comprehensive acute care, ambulatory care, and long-term care services in Ontario.
Lakeridge Health is also home to several regional specialty centres and services, including the Central East Regional Cancer Program, R.S. McLaughlin Durham Regional Cancer Centre, The Shoulder Centre, and eye care and chronic kidney disease services. Additionally, we are proud to serve our community with a full suite of inpatient, ambulatory, and community-based mental health and addictions services, and provide safe, high-quality, compassionate care in our state-of-the-art long-term care home, Lakeridge Gardens.
Guided by our vision of One System. Best Health. and supported by a dedicated team of more than 8,700 staff, physicians, and amazing volunteers, Lakeridge Health is working in collaboration with its Durham Ontario Health Team, primary care, and community and government partners to foster a truly integrated, regional system of care. Together, we are focused on empowering people to live their best health and fostering an accessible, inclusive, and equitable environment for all.
The Lakeridge Health Education and Research Network is attracting new research talent and is now a satellite campus for the Queen’s University Family Medicine Program. And our Whitby site is a national leader in adopting a nurse-practitioner led model of care.