Supervisory Tips for Hiring
- Send the Position Request Form to Human Resources (HR) for approval processing.
- Ensure you have received full approval to begin recruitment activity – a Position Request Form must be approved and the position must be advertised before any interviews are conducted.
- Ensure the PDQ is up to date. The PDQ is used as the basis for determining if applicants meet position requirements.
PRIOR TO THE INTERVIEW
- Ensure the applicant’s qualifications are comprehensive with education, experience and required skills.
- Ensure the applicant has successfully completed skills assessment pre-employment testing prior to an interview (if applicable).
- Draw up an interview plan, including logically sequenced questions to be asked for each candidate.
- Aim at asking questions that will gather evidence relevant to the candidate’s qualifications for the position.
- Read the applicant’s resume/application prior to the interview. Identify points from the resume/application that you need to query and add these to your plan.
- If permitted by an internal candidate, phone their current supervisor to obtain a reference and information regarding their work ethic (i.e. strengths and weaknesses).
ILLEGAL INTERVIEW QUESTIONS
Employers should refrain from asking any questions related to an individual’s legally protected status.
- National origin
- Marital/family status
- Sexual Orientation
DURING THE INTERVIEW
- Put the candidate at ease – start with introductions.
- Explain the purpose of the interview.
- Outline the way the interview will be structured.
- Use your plan. Do not deviate from this as you will risk treating candidates inconsistently.
- Write notes with examples and observations based on the applicant’s responses.
- Give the interviewee a chance to ask questions and be as honest and thorough as possible – remain positive. Remember that you’re representing the organization and its mission.
- Don’t ask irrelevant and/or illegal questions as described above (i.e. those referring to gender, marital status, ethnic origin, disability, religious belief, age or sexual orientation).
- Maintain control of the interview. If someone is verbose, ask questions within limits or refine questions to be specific (i.e. Give me one example of where you..?).
- Keep track of time. If the interviewee has diverted, ask for a pause and review the plan to ensure you have obtained all the required information.
- Be prepared to rephrase or seek additional clarification on any question the candidate did not fully answer.
- Avoid using jargon.
AFTER THE INTERVIEW
- Write up your interview notes; though this may seem time consuming, it may protect you and the organization from legal action.
- Complete an interview rating form where you can find under the Supervisor Forms and submit to Human Resources.
- Make a decision quickly (within one business day from your last interview).
- Avoid excluding candidates with a gap in their skills or experience.
- Don’t make a decision based on subjective conclusions.
ONCE YOU HAVE MADE YOUR FINAL DECISION
Mail out letters to candidates not selected within three working days after your top candidate accepts the offer. HR can provide you with a standard letter or you can ask HR to send the letter on your behalf.
- Obtain HR approval before offering the position. HR will verify that all background checks have been conducted and the candidate is eligible for hire.
- Before a background check can be processed, Human Resources must have the interview rating form and interview notes.
- Communicate your decision quickly and thoroughly to the final candidate and negotiate a start date.
- When making the offer: don’t put unnecessary pressure on the candidate to make a decision, don’t offer any changes to current terms and conditions, and don’t make any future promises regarding salary increases, promotions etc…
- Make sure the candidate has all the information they need to make their decision. Use this time to sell the organization (i.e. focus on the comprehensive benefits package, professional development opportunities etc…).
- Once the applicant accepts, complete an Employment Action Form and forward it to HR for processing.
- Have the applicant report to HR on their first day of employment to complete their new hire paperwork.