Marilyn Whilsmith

I am currently a Manager of HR Shared Services at Ground Transportation Systems Inc. (formerly Thales Canada Inc.) in Toronto, Ontario. I have been working in human resources for 6 and a half years. I graduated with a Bachelor of Arts (high distinction) at the University of Toronto in 2017 with a double major in Anthropology and Spanish. Throughout my career at Thales and position in HR Shared Services, I have learned a great deal about Human Resources. My job required me to manage several different aspects of HR such as payroll, benefits, onboarding, terminations, leave management, job changes, reporting, audits, amongst a variety of other activities. Being in a shared services role has provided experience in working with employees across Canada and the USA. In becoming the team lead and then manager of the HR shared services team, I have been able to support the company in a leadership position by overseeing and managing the activities of the team and I have been able to provide guidance when needed, as well as participate in a variety of HR projects. Organization and the ability to multitask and work within tight deadlines was extremely important in this role. I am looking to move to the United States in the near future and I want to find a role in Human Resources where I can put my current skills into practice as well as grow as an HR professional. I am interested in this position because it will provide me with the opportunity to expand upon my knowledge and skills in the HR field.

November 2021 – Present Thales Canada Inc. Toronto, ON

• Manager, HR Shared Services

• HR Shared Services Team Lead, Canada
  • Leads daily meetings with the HR shared services team
  • Responsible for assigning team members tasks pending in the HRIS system, as well as assigning email cases pending in the Neocase management tool
  • Provides guidance to team members regarding any cases they may have difficulty with
  • Supervises the daily tasks and the HR shared services team that provides exceptional first level support to employees, HR, managers and third-parties with Human Resources needs. This includes but is not limited to areas of Benefits, Payroll, Immigration, company policy and procedures, HR systems and employee onboarding
  • Supports the Thales Canada and DIS Canada business
  • Coordinate and complete special projects under HR Shared Services by clarifying project objectives, set timelines, develop and organize information, and fulfill tasks/activities, as needed
  • Manage expectations, communicate project status and issues and prepare reports
  • Ensure integrity and quality of the data in the HRIS database as well as in the Case Management System
  • Maintain HRIS data records and workflow pertaining to employee and ensures entries are timely, accurate and consistent in relation to organizational adjustments, comp increases, one time payments, cost centre transfers, promotions, password reset, reduced work week etc.
  • Audit HRIS data to ensure data integrity and take necessary actions, such as updating system or following up with managers, employees or HR.
  • Audit contract end dates and follows up with managers to confirm next steps and triggers required paperwork and ensures HRIS activities are completed accordingly
  • Generate standard HRIS reports as requested and assists in building analytics
  • Initiate onboarding process by taking appropriate steps in HRIS and generating required documents
  • Initiate immigration process, when needed, by co-ordinating with external Immigration Lawyer
  • Initiate relocation process, when needed, by co-ordinating with third parties
  • Manage, track and monitor onboarding process (communications, notifications, employment agreement, background checks, one time payments etc.)
  • Track completion to ensures new hires have taken appropriate actions in HRIS to complete their onboarding activities
  • Track and monitor probation completion
  • Responds to all employee queries related to HRIS, payroll, HR policy and process and other, via phone or email 
  • Thoroughly document inquiries via case management tool to ensure required information is recorded accurately in accordance with policies and practices
  • Collaborate with HR Partners or other COE’s ensuring all inquiries are resolved efficiently and accurately. When needed, escalates/transfers cases to the appropriate individual for resolution. 
  • Track and follow up on cases and employee related matters
  • Prepare termination calculation and release related letters and materials to ensure compliance and proper approvals have been followed
  • Coordinate and trigger voluntary post termination activities 
  • Contribute and support the development of HR shared services knowledge material, including information articles, process guides, reference tools and service process workflows
  • Maintain knowledge of company and departmental policies and procedures
  • Supports Thales’ HR department with special projects, mass communications, and other duties as needed and assigned
  • Focus on continuous improvement efforts by identifying common questions or trends and discussing solutions
  • Initiate STD claims with third party in accordance with policy; track and follow up on STD claim until completion
  • Manage leave of absence processes such as new parents leave, unpaid leave, and compassionate care leave
  • Initiate PIN notifications accordingly 
  • Accountable for maintaining data records pertaining to employee record tracking in paper or electronic filing
  • Process HR invoices 
  • Prepare various employee letters in a timely manner outside of HRIS workflow (LOE, Business Visitor letters etc.)
  • Issue Immigration letters and packages (Visa, PR, etc) in consultation with Immigration lawyer
  • Prepare HR metrics on a monthly and quarterly basis
  • Participate in audits as needed
  • Ensure that all payroll deadlines are followed

• Senior Human Resources Shared Services Specialist

• Human Resources Shared Services Specialist
  • Maintains and audits HRIS data records and workflow pertaining to employee and ensures entries are timely, accurate and consistent in relation to organizational adjustments
  • Responds to all employee queries related to HRIS, payroll, HR policy and process via the phone line and email. Escalates accordingly to the subject matter experts.
  • Prepares termination calculations and release related letters
  • Issues business visitor letters for immigration
  • Manages, tracks and monitors onboarding process for employees from point of hire to completion of onboarding in the HRIS system
  • Preparation of invoices to be processed
  • Coordinates short term disability process
  • Manages immigration and relocation process and interacts with immigration consultants and vendors on establishment of correct documentation, procedures and requirements for external hires.
  • Accountable for maintaining data records pertaining to employee record tracking in paper or electronic filing
  • Prepares data for contingent billing on a monthly and weekly basis
  • Manages employee leave of absence requests (maternity/parental, personal, unpaid etc.). Updates system accordingly and communicates with employees the steps required to take
  • Prepares various employee letters in a timely manner outside of HRIS workflow
  • Compiles monthly headcount, as well as generates standard HRIS reports as requested and assists in building analytics
  • Tracks and follows up on employee reduced work weeks
  • Tracks and follow ups on employee work from home agreements
  • Maintains the sick and vacation accrual for union employees and coordinates annual banks
  • Audits HRIS data to ensure data integrity and takes necessary action in system, such as: outstanding business process tasks, work email addresses, emergency contact data, and new hire entries and takes appropriate actions in Workday to ensure data integrity
  • Audits contract end dates for employees and subcontractors and follows up with managers to confirm next steps
  • Coordinates and triggers voluntary termination activities such as completing voluntary departures and issuing post-employment letters to employees
  • Assists in training new members of the HR shared services team

• Sales Associate
  • Assisted customers
  • Organized clothing, attached security pins, tagged shoes
  • Used the cash register to look up inventory items, make/print labels, order/pickup
  • Experience with penny checklist for store display

June 2019 – present Seneca College Toronto, ON

• Currently pursuing HR certificate in order to obtain CHRP designation 

• Graduated in June 2017 with an Honours Bachelor of Arts degree with high distinction – double major in Anthropology and Spanish
• Dean’s List Scholar

• Received Ontario Secondary School Diploma
• Received Honours Certificate of Bilingual Studies in Extended French
• Ontario Scholar of 2011