| |
| Function: |
Human Resources |
| Policy: |
6-40 Employment of Staff |
| CMHO Standard(s): |
M.G.1.3, M.G.1.10 |
| Approved: |
October 2009 |
6-40 EMPLOYMENT OF STAFF
Approved October 2009
POLICY
The Board of Directors, by means of approving the Annual Budget, sets limitations on authority to employ staff.
PROCEDURE
Service Directors, Director of Finance, Executive Assistant and the Facilities Manager will be hired and appointed to permanent status by the Executive Director.
Managers are hired and appointed to permanent status by Service Directors, Facilities Manager and Director of Finance. All other staff will be hired by Service Directors, Managers or his/her delegates.
Service Directors may, at their own discretion, appoint existing staff to temporary positions for a period of up to one year without the necessity of posting the position for competition. This can be accomplished using temporary promotions, secondments or transfers. Service Directors are empowered to reorganize their departments through the use of temporary appointments, however all vacancies for permanent positions will be posted.
All vacancies for permanent positions are posted internally and/or externally at the discretion of the Service Director at all departments for a minimum of one week. Vacancies are defined as openings for employment occurring at the discretion of the Service Director. All staff are given equal opportunity to apply for these positions. Transfers or secondments may not be used to fill vacancies, which have been posted, internally for competition. All internal applications with equal or better qualifications will be considered before hiring externally.
The staff responsible for filling the vacancy will contact the Human Resources Administrator to obtain all current applications on file for review.
The Human Resources Administrator will arrange to have the posting advertised in the media.
Internal postings will include:
a) Name of Department,
b) Job Title,
c) Job Description,
d) Qualifications,
e) Hours of Work,
f) Band Level and Salary Range,
g) Closing Date.
Internal postings should also indicate whether the posting is strictly internal or also external. All staff, students and volunteers are eligible to apply for internal postings.
External postings will include:
- Job Title,
- General Responsibilities,
- Qualifications,
- Hours of work (where applicable),
- Closing Date,
- “Only those applicants being interviewed will be contacted”,
- Privacy statement – “Personal information submitted will only be used for employment opportunities in the Agency in accordance with the Freedom of Information and Privacy Act.”
Service Directors or their delegates have discretion over which publications are to be used for external postings.
Job interviews will assess the candidates’ education, experience and potential to fulfill the required mental and physical requirements of the position and their potential to fulfill the responsibilities of the job as outlined in the job description.
Once the most suitable candidate has been selected, he/she will be sent an offer of employment, which will be subject to certain conditions.
The employment letter will contain information including the following:
- Position being offered, effective date, probationary period, Supervisor's name,
- Starting salary and review system,
- Payment schedule and date of first payment,
- Benefits information,
- Other conditions of employment include obtaining a Police Clearance Certificate and a Vulnerable Sector Query from the local Police Service and the information contained therein must be acceptable to the Agency,
- A Medical Examination Form, including immunization signed by a physician, (Appendices 4 and 5),
- Staff Orientation Checklist,
- Verification of valid certification in CPR and First Aid must be provided, either at the time of hire or within 3 months of beginning employment.
- Valid driver’s licence (G) and proof of $1 million liability insurance.
- Staff contributions to Agency’s contributory pension plan,
- Verification of education and/or certificates required to meet the job qualifications must be provided.
POLICE CLEARANCE CERTIFICATES - Must be obtained by all students, volunteers and successful candidates. This certificate must contain results of a Police Check and a Vulnerable Sector Query. Students, volunteers and successful candidates for positions in departments not providing client service will not be subject to the Vulnerable Sector Query. Certificates must be dated no more than 30 days prior to an offer of employment.
During the interview process, each applicant will be advised that a Police Clearance Certificate must be obtained from the Police Service in the area in which they reside if an offer of employment is made. When an offer is made, the candidate must obtain a Police Check Request Form (Appendix 3) from the Agency to present at the police station. The offer of employment is subject to the information contained on the Police Clearance Certificate. Successful candidates will not be scheduled for their first shift until the Police Clearance Certificate and Vulnerable Sector Query, if applicable has been obtained.
A Police Clearance Certificate and Vulnerable Sector Query, if applicable, which identifies past charges and convictions and pardons granted for sexual offence convictions, will not necessarily preclude employment. The nature and circumstances surrounding charges and convictions will be considered and a decision made by the Service Director.
Students and employment candidates are responsible for fees incurred in obtaining the Police Clearance Certificate. Successful volunteer candidates will be reimbursed for the fees.
HRManual
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