Staffing

Staffing Action For New recruit

Before You Recruit

• Review the organization’s recruitment and selection policy and/or practices
• Review the strategic and operational plans to determine if the position should be filled
• Confirm that funding exists to recruit for and staff the position
• Obtain the necessary approvals to staff the position
• Develop a job description if the position is new
• Review and update the job description for an existing position
• Decide on the type of employment (full-time; part-time; permanent; contract; short-term; etc)
• Identify constraints that will have an impact on the staffing process (need someone soon; specialized skills; supply/demand, etc)

Establish the recruitment and selection criteria 

• Develop recruitment and selection criteria based on the job description
• Establish the minimum qualification for the position
• Review all recruitment and selection criteria to ensure they are job-related and measurable
• Ensure that all recruitment and selection criteria comply with Human Rights Legislation

 Recruitment process 

• Determine the best method for recruiting for the position
• Draft the job announcement using the job description, minimum  qualifications and selection criteria
• Include the following in the job announcement:
  • Application deadline
  • Request for references
  • Start date
  • Salary range
  • Contact information
  • Format for submission
• Ensure that the job announcement complies with Human Rights Legislation 

Selection process 

Before the Interview:

• Plan the interview process:
• Number of rounds of interviews
• Number of interviewers
• Length of the interview
• Location of the interview
• Date of the interviews
• Any materials the candidate should bring to the interview
  • Ask colleagues to sit on the interview panel
  • Give the interview panel the logistical information about the interviews
  • Develop the interview questions
  • Prepare an interview rating guide
  • Develop a reference check guide
  • Prepare a reference release form
  • Ensure that the interview questions, reference questions and other selection criteria comply with Human Rights Legislation
  • Prescreen applications using the selection criteria
  • Set up the interviews with the selected candidates
  • Forward the applications of those candidates being interviewed to the interview panel
  • Forward the interview questions and interview rating guide to the interview panel
  • Meet with the interview panel to brief them on the interview process

Conduct the Interview

• Review the candidate’s application before each interview
• Welcome the candidate to the interview
• Introduce the interview panel
• Explain the interview process
• Rate the candidate’s responses to the questions
• Give the candidate an opportunity to ask questions
• Close the interview by explaining the next step and thanking the candidate for coming to the interview
• Ensure that the discussion and the note taking during the interview complies with Human Rights Legislation

After the Interview

• Finalize your interview notes

Select the right candidate 

• Use other selection methods as appropriate
• Telephone the references
• Use the reference checking guide to document the conversation

 Conclude the staffing process 

• Make your decision and review it
• Make a verbal offer of the position to the selected candidate
• Follow-up the verbal offer in writing
• Prepare the job contract and have it signed before the new staff member starts work
• Send out rejection letters to the other candidates that were interviewed
• Set up a competition file
• Complete the paperwork necessary for the new staff member to start work