Recruitment & Staffing
The hiring process usually starts with the need to fill a vacant or new position. For a vacant position, this is a good time to assess if the job still helps your organization serve its purpose and achieve its mission. Any changes required to a job should be made prior to posting the position. Hiring a new employee should be part of a larger staffing plan that is connected to your organization’s strategic plan.
In this section you will find:
- Recruitment Tools
- Interview Tools
- Reference Tools
- Exit Interview Tools
To assist in the development of job descriptions, please see the Job Description section of the toolkit.
Responsibility for hiring:
In most organizations, the Board is responsible for hiring the Executive Director. The Executive Director is responsible for hiring all other staff and may delegate that responsibility to the appropriate line manager (or designate).
It is important that recruitment processes and hiring decisions are non-discriminatory and comply with provincial and federal laws. For this reason, we recommend properly documenting recruitment processes, using a similar process for all candidates and having concrete and objective reasons for all hiring decisions (and for screening out of other applicants).
Recruitment Process Overview
A one page overview of the recruitment process including who’s responsible for staffing and recruitment, questions to help you better understand your staffing requirements and the first step in getting started.
Screening Tools sample templates to assist in tracking and screening applicants to better determine suitability for interview.
Laws Affecting the Hiring Process
Laws Affecting the Hiring Process a brief PowerPoint presentation which highlights the 4 main laws that affect our recruitment practices. In particular it emphasizes the areas of Human Rights that are prohibited from being asked.
Interview Tips a one page overview of the 3 main parts to an effective interview and some other tips to help managers prepare to conduct an interview. It includes the steps you will need to follow when preparing for, conducting and following up on an interview or set of interviews.
Creating Behavioral Questions
Creating Behavioral Questions a sample interview form with behavioural questions and measurements for an HIV Health Promotions Coordinator
Candidate Interview Summary
Candidate Interview Summary a working tool for Executive Directors/Managers who are required to interview a number of individual’s for one job. It allows you to summarize the results of the interview, compare candidates and helps you to decide who should be offered the job.
Interview Response – Letter a sample response letter that you can send to candidates who were unsuccessful in the interview process and to close the loop.
Under the Interview Tools section there are several tools to assist in the development of questions, including an interview tool for an Executive Director position that lays out questions and rating scale. This can be modified for other management and/or front line positions.
A PowerPoint presentation describing the complete reference checking process. What is a reference check, when should you do one, how do you structure the discussion and other useful tips.
Reference Checking – Reducing the Risk
This is a brief PowerPoint presentation that deals with why we do reference checks, who should handle them, when and how do you conduct reference checks and effective preparation
Reference Check Form
A sample reference check form to assist with conducting telephone interviews. You should add any specific questions that relate to what information you require to make a well informed hiring decision regarding your short listed candidate(s).
EXIT INTERVIEW TOOLS
A sample Exit Interview form. This form is generally used to gather feedback from an employee who is voluntarily leaving the organization. The information gathered should be used for reflection and should be used when looking at rates of turnover, the organizations recruitment plan and when considering retention strategies. An organization should know why employees are leaving – sometimes it’s for things we can’t change, but sometimes it yields valuable information on things an organization may want to consider looking at to retain valuable employees.Exit Interview