Job Specification

Purpose of Position :

To provide confidential recruitment support and coordination services to the Correctional Services Recruitment Unit.

Duties / Responsibilities :

The incumbent works in a computerized/automated environment with emphasis on client service and demands for a high degree of accuracy in a high volume, multi-task environment with tight deadlines.

Responds to inquiries received on the telephone hotline and general email box which receives a high volume of inquiries relating to the Unit s recruitment/hiring initiatives. Provides responses to incoming queries and questions from members of the public, applicants, internal/external stakeholders regarding the Ministry s recruitment programs and policies, providing detailed information and explanations of processes, procedures and policies regarding recruitment activities and initiatives. Referring urgent, complex and contentious queries/issues to the appropriate staff member, such as the Regional Recruiters or the Manager. Monitoring calls for trends and issues, alerting the manager of findings.

Managing and maintaining electronic and hard copy records/filing systems for all applicant information received by the unit, entering all applicant information/data into system, ensuring ongoing accuracy and currency of information throughout all stages of the recruitment process. Preparing reports and providing statistics to Manager, as required. Managing and maintaining a bring forward filing system for issues and/or outstanding applicant information and updating and retrieving information from files as requested ensuring security and confidentiality. Managing and administering the closing and retention of applicant files in accordance with Ministry/MBS records retention guidelines.

Working in conjunction with Regional Recruiters, contacts applicants to schedule interviews and testing sessions either by telephone or by letter, relaying time/date/location information and reflecting in records. Arranging for suitable interview venues and contacting and confirming with interview panel members. Preparing interview files with related documentation and interview questions for interview panel members. Recording interview scores and receipt of completed reference checks.

Preparing information center and testing session files with statistics from personnel documentation of recruitment applicants. Preparing training packages, including requests for personnel documentation, registration and medical forms, where applicable, and ensuring best mailing method is used to ensure timely receipt of package. Assisting with the internal clearance process with respect to references, security, medical and suitability of applicants.

Liaising with key staff in the College and correctional institutions/community offices to track and monitor recruitment candidates through the pre-employment medical process and training program. Ensuring the accurate and secure transfer of appropriate candidate information to the college and assigned work locations.

Tracking and maintaining data/statistics on all aspects of the recruitment, selection and training processes for each candidate under consideration for employment within a correctional institution/community office, and providing updates/status reports to the Manager.

Coordinating with correctional institutions/community offices all hiring, employment and orientation documentation for successful candidates, including preparing letters of appointment, confirming start dates and time and reporting location for all new candidates starting employment with correctional institutions/offices across the province. Ensuring that the hiring correctional institution/office has received copies of all hiring documentation for each of their new employees.

Preparing and formatting a variety of correspondence, letters, memoranda, and forms, statistical reports from written material or verbal instruction and preparing responses to general inquiries, confirmation/invitation letters, and letters to stakeholders. Preparing letters to successful candidates in reference to employment start date, work location, salary, etc.

Knowledge :

Position requires knowledge of:

Programs, services, functions and activities, including policies, procedures and processes, for the Correctional Services Recruitment Unit, to provide responses to incoming queries and questions from members of the public, applicants, internal/external stakeholders regarding the Ministry s recruitment programs and policies, providing detailed information and explanations.

OPS/ministry human resources and recruitment methods, practices and procedures to provide recruitment support activities for the unit.

Data/records management practices and procedures for both hard copy and electronic records to ensure an organized and current record of applicant information/recruitment records and effectively manage, retrieve and retain data/information according to government/ministry requirements.

the operation of the telephone hotline system/general email box to respond to a high volume of incoming inquiries into the unit.

personal computers and software (including word processing, spreadsheet, email, and presentation, records/data management) to prepare a range of documentation, reports, correspondence, presentations, and statistics.

Skills :

Communication and interpersonal skills to: respond to a range of inquiries/questions from members of the public, applicants, internal/external stakeholders, for information related to the Ministry s recruitment programs and policies, providing detailed information and explanations of processes, procedures and policies regarding recruitment activities and initiatives; discuss and resolve arising recruitment support issues with unit staff/management; work efficiently and independently and/or as part of a team and to deal courteously with individuals when responding to inquiries in accordance with OPS policies and standards.

Organizational, coordination and time management skills to: organize and prioritize own workload to ensure competing deadlines and time frames are met; schedule interviews and testing sessions and arrange for suitable interview venues and contact and confirm with interview panel members; prepare interview and testing session files with related documentation and interview questions for interview panel members; coordinate with correctional institutions and community offices across the province, all hiring, employment and orientation documentation.

Analytical and problem solving skills to: determine work priorities with conflicting demands, based on knowledge of work issues and/or discussions with Manager; manage and maintain bring forward filing system for issues and/or outstanding applicant information; update and retrieve information from files, ensuring security and confidentiality of documentation; prepare reports and provide statistics to Manager.

Freedom of Action :

The position works under the general supervision of the Regional Recruitment Lead and within established ministry and unit administrative and recruitment guidelines, policies, processes, systems and procedures, and human resources and administrative policies and procedures to: provide confidential recruitment support services to the Correctional Services Recruitment Unit; to support program related activities, ensuring deadlines and reporting requirements are achieved.
The position performs a variety of responsibilities/tasks related to delivery and administration of recruitment activities within the unit, in accordance with legislation, ministry directives, administrative manuals and established program area guidelines and procedures, referring to supervisor(s) matters that are not addressed by established guidelines or policy. The position exercises independence to work with minimal supervision unique and contentious issues to the manager, Regional Recruitment Lead and/or Regional Recruiter. The position is required to exercise judgment in applying, interpreting policy, procedures and processes.
The position exercises judgment and discretion to ensure the confidentiality and security of recruitment and candidate information/documentation.
The position is responsible for maintaining and tracking all candidate information and data through the various stages of the recruitment process, including managing and maintaining all relevant and confidential information, statistics and issues/discrepancies through a bring forward filing system, updating and retrieving information as required while maintaining security and confidentiality of information/documentation. Position investigates and resolves issues when responding to incoming queries and questions regarding the unit s recruitment programs and policies, providing detailed information/explanations, referring urgent, complex and contentious issues/queries to the appropriate staff member.
The position consults with the Regional Recruitment Lead to clarify priorities. The position brings any discrepancies or irregularities in transactions/work activities that do not comply with established policies and standards to the Regional Recruitment Lead. Work is reviewed by the Regional Recruitment Lead for accuracy, thoroughness and good judgment.