Recruitment, selection and hiring

At TMS we:

  1. Recruit and select staff for available positions using a fair, objective based, process that is free from any discrimination prohibited under the Human Rights Code.
  2. Ensure employees backgrounds are verified to confirm they hold any necessary certifications and meet all legal requirements to work with vulnerable populations.
  3. Ensure all employees can demonstrate the competencies required to fulfill their basic employment contracts.
  4. Provide orientation and client specific training to all employees before they begin to work independently with clients.

Recruitment processes

Recruitment for entry level positions (e.g. Residence Workers) will be ongoing and may be informal (e.g. unsolicited applications, word of mouth) or the result of a focused recruitment process (e.g. advertisement, posting). 

Regardless of the recruitment process, all applications will be given serious consideration and a response will be made to each applicant.  The response will indicate the status of recruitment activity (e.g. no openings or available openings) and will explain next steps and ultimately advise what will happen with their application.

For supervisory, or more senior positions, existing staff will be encouraged to apply in a manner consistent with TMS policy of developing and preparing staff for promotional opportunities.  These opportunities may or may not include postings and a formal internal selection processes.

Selection processes

Selection processes will be vetted by a three-member panel to help prevent personal bias and help ensure an open fair process. The selection process will be objective based and will include:

  • identifying or developing the appropriate job description(s) and the qualifying (i.e. shortlist) criteria that must be met before an interview is scheduled;
  • completing a background verification prior to an interview, including: 
    1. any required Criminal Records Review;
    2. review of Driver’s Abstract;
    3. confirmation of required certifications (e.g. First Aid); any registration (e.g. nursing);
    4. confirmation of any diplomas, degrees or certificates relied upon to demonstrate knowledge or skills required for the job;
    5. confirmation by references of the information related to work history or related experience that was provided to TMS.
    6. an interview process that allows panel members to question the candidate to determine how they can demonstrate key competencies and job requirements.

Selection processes will be documented and no offer of employment will be made until all three members of the selection panel sign off their agreement, that the candidate meets minimal job requirements and is expected to be able to demonstrate all required competencies when orientation is completed.


Hiring processes

Once the selection panel agrees that an offer of employment can be made, the panel administrative chairperson, will transfer all required documents to create an employee file. An offer letter will be prepared, including:

  • the position(s) offered (e.g. Residence Worker, Night Attendant) type of employment (casual, temporary, permanent);
  • starting wage, probation period, orientation and initial training requirements;
  • where and when to report for orientation;
  • attachments to the letter will include documents that must be completed and brought to the first session (e.g. Contact Sheet, Code of Conduct, Confidentiality and Ethics Oath, TD1, Direct Deposit form).
  • Links to this document and other relevant background information will be enclosed.

Orientation process

The hiring process will include at least three orientation sessions before staff can work independently with clients, including:

An administrative session to: 

  1. complete paperwork, review key policies
  2. sign the Code of Conduct, Confidentiality and Ethics Oath;
  3. establish access to systems for scheduling/payroll;
  4. review organizational structure and introduce employee to staff at the location where orientation will continue.

A second session to:

  1. provide an overview of the facilities including safety procedures, location of safety equipment and supplies.  
  2. provide an overview of work station, standard documentation binders and reporting requirements.
  3. provide ipad training and overview of policy documents that can be accessed through ipad.
  4. provide an overview of kitchen, food storage, meal preparation.
  5. provide an overview of vehicle use, pre-trip inspection and expected practices during outings.

A third session to review client specific requirements (e.g. ISPs and care plans) including any activities that may present challenging behaviors (e.g. specific outings or events).

The orientation sessions will be documented; it is the responsibility of the Residence Coordinator to ensure that signed originals of orientation documents are returned for filing on the employee files.

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