Position Details:  Permanent Full-Time, 35 hours/week

Location:  18 King Street East, Bolton ON (hybrid – combination of on-site and remote)

Deadline to Apply:  May 24, 2024

Agency Overview: 

Throughout the entirety of the Town of Caledon, Caledon Community Services (CCS) is helping shape the future of a caring and engaged Caledon community.  Our social service programs address community needs in a uniquely challenging and increasingly diverse GTA community.  CCS is home to Caledon’s only accessible transportation program, the Exchange Community Hub that includes food support and a range of activities, the Caledon Specialist Clinic, and personal support services for seniors. We offer settlement services and language classes for newcomers and comprehensive employment services for job seekers and local businesses. We provide paid training programs for Caledon youth as well as exciting internships and volunteer opportunities.  Finally, we invite the community to shop at Evolve, a retail shopping destination. We host a variety of fundraising events annually.  We invite you to volunteer with us. Proceeds raised support service delivery for many of our programs. The breadth of our services makes for compelling opportunities to attract new friends and raise support for our work. Learn more at ccs4u.org. 

Our Customer Service Vision:  Making it Easy to Ask, Participate and Give

Position Overview: 

Operating as part of the Human Resources team, the HR Specialist, Recruitment will work with the organization to identify and secure candidates with the right skills and talents for both paid and volunteer roles to fulfill the organization’s staffing and volunteer needs. This will include executing, evaluating, and continuously improving the full cycle recruitment processes applicable to both paid employees and volunteers. They will also seek and participate in creative ways to conduct outreach for employee and volunteer candidates including, but not necessarily limited to collaborating with individuals and/or organizations to access pools of potential candidates. This individual will exhibit strong networking and influencing skills and a process-oriented mindset.

Position Deliverables/Accountabilities:  Under the general direction of the Senior Manager, Human Resources, the HR Specialist, Recruitment applies their human resources and recruitment expertise as outlined below. 

Paid Staff Recruitment

• Collaborates with hiring Managers across the agency to discuss recruitment needs and ensures that the recruitment and selection process is fair, equitable, inclusive, and supports diversity.
• Coordinates and conducts full-cycle recruitment and selection activities for paid staff positions including: Prepare and post updated job postings, screen and short-list incoming applications, conduct telephone pre-screening interviews, coordinate interview panels, schedule interviews, prepare interview questions and/or tests, participate in and loan HR expertise to interview panels, compile and confidentially store interview scoring results, conduct reference checks, verify qualifications, make verbal job offers, prepare written job offer letters and obtain required signatures, forward written offers to successful candidates, etc.
• Coordinates initial agency-wide onboarding and training for newly hired staff.
• Conducts outreach, promotes, and represents CCS at Job Fairs as appropriate.
• Coordinates with hiring managers to ensure new employees complete all required documentation and submit it to HR in time for payroll processing, liaises with Payroll and Accounts Administrator as needed.
• Prepares annual submission for funding for the Canada Summer Jobs (CSJ) program and Coordinates and conducts recruitment and selection activities for summer students (i.e., Canada Summer Jobs, etc.).
• Ensures all CSJ required procedures and documentation are completed, stored, and prepared for any CSJ funding officer site visits and audits.
• Works with payroll to complete the end of summer claim for Canada Summer Jobs funding.

Volunteer Recruitment

• Promotes and supports a culture of volunteerism and community engagement.
• Conducts outreach, promotes, and represents CCS at Volunteer Fairs as appropriate.
• Coordinates and conducts full-cycle recruitment and selection for volunteer roles including outreach, prepare and post updated volunteer opportunities, interviewing, screening (including reference checking and criminal records checks), and onboarding for the following types of volunteers.
• Individual, ongoing volunteers
• Youth seeking volunteer opportunities for high school volunteer hours requirements.
• Group volunteering (i.e., corporate, community, clubs, faith groups, youth groups)
• Volunteers for One-Time Events
• Volunteer Committees (i.e., annual Gala)
• Volunteers required to complete Court-Ordered Community Service Hours
• Student Placements
• Receives initial applications from individuals interested in joining CCS’ Board of Directors and forwards these to the Recruitment Committee representative of the Board of Directors.
• Receives completed documentation (i.e. interview notes, completed references, Criminal Records Check results, signed agreements including conflict of interest, confidentiality, code of ethics, etc.) from the Board of Directors’ Recruitment Committee representative to assemble a volunteer file for the new director and to enter their information into the volunteer management database.
• Establish confidential files for each volunteer (electronic via volunteer management database and hard copy files).
• Assigning suitable work based on Volunteer Position Descriptions and the Volunteer’s interests, qualifications, availability, and suitability.
• Coordinate and conduct initial agency-wide onboarding and training for volunteers.
• Coordinates the Student Placement Program for co-op, secondary and post-secondary students, building relationships with secondary and post-secondary educational institutions and promoting CCS as a ‘teaching organization’ within the area of social, community and health services.
• Supports quality and continuous improvement efforts.
• Participates in HR team meetings.
• Engages in cross-training with the HR Specialist, Engagement and Retention as appropriate to enable mutual support and back-up as needed. Other duties as required.

Qualification Criteria:

Education/Training:

• Bachelor’s Degree and/or Post-Graduate Certificate in Human Resources Management.
• CHRP designation (or working towards).
• Post-secondary education in areas such as Volunteer Management is an asset, CVRM certification (or working towards) is an asset.
• An equivalent combination of education and experience may also be considered.
• Recent, satisfactory Criminal Reference Check.

Nature of Experience Required:

• 3 to 5 years related experience.
• Experience conducting full-cycle recruitment and selection activities.
• Experience leading, coaching or facilitating others.
• Experience working with diverse groups and populations is an asset.

Knowledge Required

• Human Resources functional areas including but not necessarily limited to: Recruitment and Selection, Orientation, Performance Management, Progressive Discipline, Compensation/ Total Rewards, Health and Safety, Training and Development, HRIS (Human Resources Information Systems) and how to also apply these to the recruitment, selection, and management of volunteers.
• Working knowledge of relevant employment legislation including Employment Standards Act of Ontario, Occupational Health and Safety Act, Ontario Human Rights Code, etc.
• Knowledge of both established and emerging best HR practices relating to recruitment, selection, hiring, orientation, and onboarding.
• Knowledge of community development practices and principles is an asset.
• Knowledge of community service programs and supports is an asset.

Skills Required:

• Software Technology Skills: Proficient in Microsoft Office 365 (web) applications including: Word, Excel, Powerpoint, Outlook (e-mail), Windows Explorer, Internet, and some database usage.
• Ability to navigate the internet for purposes of conducting HR or Volunteerism – related research, information sourcing, submitting documents via on-line portals (i.e. for posting jobs and volunteer opportunities.)
• Organizational, time management and work prioritization skills
• Strong and effective verbal, written, report writing and presentation delivery communication skills in English.
• Strong and effective interpersonal skills
• Strong and effective conflict management skills
• Customer service orientation and skills
• Ability to reflect on interactions with customers (i.e., candidates, employees, management, funders) with a quality improvement framework is an asset.
• Attention to detail and accuracy of information to draft job-related documentation and to communicate effectively via email and correspondence.
• Problem solving skills.
• Research skills.
• Analytical skills
• Critical thinking skills
• Adaptability and flexibility.
• Demonstrated ability to form effective working relationships with individuals at all organizational levels and from other local organizations.
• Strong customer service skills.
• Leadership or coaching skills.
• Excellent interpersonal and conflict resolution skills.
• Strong time management, project management and organizational skills.
• Strong self-starter and initiative-taker, able to work independently with minimal supervision.
• Integrity, including a commitment and ability to role-model CCS values, CCS Customer Service Vision, and appropriate workplace conduct, ethics, professionalism and ability and commitment to maintain strict confidentiality.
• Demonstrated knowledge and experience to apply fair and equitable judgment in key responsibility areas.

Other Requirements:

• Flexibility to work occasional evenings and/or weekends to attend, support and participate in relevant outreach and recruitment activities and other events is essential. Flex/Lieu time policies are in place.
• Able to independently travel within Caledon frequently (valid G-License, reliable access to a vehicle in good repair and with appropriate insurance coverage is required). Mileage is reimbursed (for authorized travel for CCS business according to the organization’s rate as per CCS policy on mileage reimbursement).  
• Access to a personal device (smart phone or tablet) is required for periodic, two-factor authentication using the Microsoft Authenticator App when signing into CCS networks/cloud environment as part of I.T. security protocols.
• Satisfactory Criminal Records Check.

We thank all applicants for their interest but will only be contacting those selected to attend an interview. CCS is an equal opportunity employer encouraging applications from qualified individuals from diverse groups including Indigenous peoples, visible minorities, persons with disabilities, persons of all sexual orientation or gender identity and other grounds identified under the Ontario Human Rights Code.  CCS will provide information and/or accommodation pertaining to this job posting and/or the recruitment process in an accessible manner upon request.