Staffing and Recruiting Assistant - JWS (35hrs)

Job Code: 3503364

Job Description

Position: Staffing and Recruiting Assistant

Salary Range: Band 2 - $ 52,480 - $ 62,584

Location: Human Resources, J.W. Singleton Education Centre

Work Schedule: 35 hours/week, 12 months/year

Effective Date: As Soon As Possible

Position Summary:

The Staffing and Recruiting Assistant provides administrative support and assistance to the Manager, Recruitment, Selection & Staffing and Officers and Department. The position provides administrative support to the staffing and recruiting functions of the LINC ESL Program as well as assists the Staffing and Recruiting team with scheduling interviews, conducting reference checks, tracking new hire document collection, coordinating orientation sessions and management of files.

Key Responsibilities:

  • Assists with the day-to-day operations of the Staffing and Recruiting Department.
  • Responds to telephone and email inquiries
  • Under the direction of the Staffing and Recruiting Officer,
  • posts jobs for the LINC-ESL Program, and other vacancies as required on the Halton District School Board’s Applicant Tracking System (Apply to Education) and on external job boards
  • Shortlists applicants in accordance with relevant collective agreement, terms and conditions of employment, and/or board procedures under the guidance of a member of the Staffing & Recruiting team
  • Coordinates and prepares documentation for new hire orientation sessions
  • Provides administrative support to the Manager, Recruitment, Selection & Staffing and Officers:
  • Prepares interview packages
  • Maintains electronic and hard copy files
  • Coordinates interview schedules
  • Coordinates reference check processes (ie. sends e-reference forms, tracks completion, reviews submitted forms, and forwards issues for direction)
  • Tracks new hire documentation for LINC/ESL Instructors, and other groups as required, and submits paperwork for processing
  • Assists and supports the Staffing and Recruiting team with projects and initiatives
  • Prepares and updates staffing forms under the direction of Supervisor of Staffing and Recruiting
  • Reconciles personnel data in the Applicant Tracking System


  • The completion of a two (2) year community college diploma in business administration, human resources or a related field
  • A minimum of one year of relevant experience, preferably in a school board environment
  • Proficiency with computer applications, such as Word, Excel, PowerPoint and Google Suite Applications
  • Ability to thrive in complex, detail oriented, and fast paced work environments
  • Service orientation with a passion for continuous improvement and innovation
  • Commitment to personal and professional development
  • An ability to work as a collaborative team member
  • Experience with Applicant Management Systems and Human Resources Information Systems, and knowledge of current recruitment and selection standards and best practices is preferred
  • Proficiency in French or another language is considered an asset

Applications, along with your resume and other supporting documents must be submitted through Apply to Education – by 4:00 P.M. on Monday May 29, 2023

Job Category: Management & Professionals - Job Code#3503364

We thank all applicants for their interest in opportunities with the Halton District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position. Communication with short-listed applicants will be made through the email address provided on the applicants’ Apply To Education profile page.

First consideration for posted vacancies will be given to qualified applicants from the employee group in which the vacancy occurs.


The Halton District School Board recognizes that, consistent with the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), the Ontario Human Rights Code and the Canadian Charter of Rights and Freedoms, employment practices and procedures at all levels should reflect, demonstrate understanding of and respond to a diverse population. The Board is committed to providing a workplace environment that is fair and equitable to all.

In our efforts to ensure an inclusive, diverse and representative workforce, we will:

  • value, promote and encourage the hiring of staff from under-represented communities;

  • grant first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities. Where a collective agreement or terms and conditions govern the hiring or promotional process, this will be done in a manner that is consistent with the School Board’s obligations.

Applicant Self Identification Questions:

As part of the recruitment and selection function, the HDSB will collect voluntary self identification data from applicants in accordance with the Ontario Human Rights Code, HDSB’s Teacher Hiring Practices Administrative Procedure, HDSB’s Employment Equity Policy and Ontario’s Anti Racism Data Standards:

Personal information on this form is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HDSB’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It works to intentionally identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce in the school board is vital because the workforce should be reflective and representative of the community.

Although hiring policies must adhere to the qualification requirements set out in applicable Regulations (eg. Regulation 298, “Operation of Schools – General”) and any applicable collective agreement provisions, the Board recognizes the importance of the following when developing its selection and evaluation criteria:

  • valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and

  • granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities.

We encourage you to respond to our voluntary applicant self-identification questions. This data will inform our understanding of the diversity of our applicant pool as well as the progress of applicants throughout the hiring process. This data will inform our goals, strategies and actions and our progress towards creating and sustaining an inclusive and equitable workforce. Any information that you provide in response to these questions will be referred to during the hiring process for this position, and will be shared with the hiring manager and/or committee members responsible for the hiring process.

The section includes questions from Ontario’s Anti-Racism Data Standards (Standards, 2017). The Standards were established to help identify and monitor systemic racism and racial disparities within the public sector. The Standards establish consistent, effective practices for producing reliable information to support evidence-based decision-making and public accountability to help eliminate systemic racism and promote racial equity (adapted from Ontario’s Anti-Racism Data Standards, 2017).

Questions about this collection may be directed to Marsha Sulewski, Supervisor of Staffing and Recruiting at


Upon request, we will provide reasonable accommodations for candidates who have temporary or permanent disability, or who otherwise require accommodations based on the protected grounds highlighted in the Ontario Human Rights Code in respect to the recruitment and selection process.


The HDSB is committed to providing a respectful and healthy work environment.

Posted On
May 23, 2023
Closing Date & Time
May 29, 2023 04:00 PM EST/EDT

Job Type
Full Time
Job Category
Management & Professionals
J. W. Singleton Education Centre
Employment Start Date
Start Immediately
Mandatory Document
  • Resume
  • Cover Letter