Come work as a Hiring Associate with Vancouver Coastal Health (VCH)!

Reporting to the Manager, Talent Acquisition, the Hiring Associate provides administrative, systems and analytical support to Managers to facilitate the hiring process for their portfolio areas within target timelines. Acts as a point of contact and liaises with Employee Engagement and other corporate/specialty areas regarding the hiring process. Completes and processes EE Online and other hiring transactions on behalf of Director/Manager; arranges and coordinates interviews, prepares interview and reference checking materials, and ensures consistent application of related directives from Employee Engagement or other corporate service areas. Liaises with Talent Acquisition, Records & Benefits, Unit(s) Staff and Clinical Educators on new hire dates and required orientations. Triages sensitive and confidential information; monitors and tracks time to hire targets; conducts analysis, and produces high quality reports, correspondence and other materials as requested. Key contracts include Managers, Talent Acquisition Associates, Work Design, HR Advisors and Time Capture staff.

This is a Hybrid Remote/In-office position.

As a Hiring Associate working with VCH you will:

• Initiate and prepare paperwork to complete various posting, hiring and personnel transactions including using EE Online (e.g., job requisitions, candidate/employee status changes, vacancy requests, leaves of absence, terminations) and other relevant corporate systems. Trouble shoot via email, phone and in person to ensure required information is submitted on a timely basis.
• Track posting status throughout hiring process and provide regular updates to Managers.  Notify Managers of required actions at relevant points in hiring timeline to ensure that timelines are met.
• Liaise with Work Design to ensure accuracy of current job descriptions, confirm job codes or update job descriptions prior to posting.
• Work with Managers and HR Advisors to update or prepare Selection Planning Spreadsheets, Interview Guides and reference checks.
• Arrange job interviews, complete related logs, and assemble interview packages for Managers.  Maintain candidate interview schedules including booking meeting rooms, resolving time conflicts, and provision of meeting confirmations and reminders to all relevant parties.  Ensure manager time is scheduled for the interview within the target timelines.
• Notify relevant areas (e.g., Time Capture, Clinical Educators, Patient Service Coordinators) of hire’s start date.
• Coordinate hospital/departmental/unit orientation of new staff by liaising with Clinical Educations or Learning & Development staff to schedule dates for new hires. Assist with completion of paper work for items such as specialty training.
• Troubleshoot and respond to queries from own knowledge, by applying knowledge of hiring/recruitment practices and/or by referring to appropriate personnel.
• Advise candidates on hiring processes, timelines and required response dates for interview confirmation and offer acceptance.
• Compose and edit correspondence regarding matters of a sensitive/confidential nature, generate reports or perform routine statistical analysis.
• Maintain related records, listings and files.
• Follow up on all hires beyond the target date by calling manager to review issues. Address and generate report on each issue that is presented to the appropriate committees and Chief Operating Officer (COO).
• Take minutes and keep action logs from meetings re: time to hire.  Coordinate completion of activities outlined in action log.
• Track issues with hiring process and achieving targets and work with Managers to resolve.
• Monitor vacancy information and ensure data is current and accurate. Generate reports as requested including summary issue log, time to hire data, engagement surveys, etc to appropriate committees and to the COO.
• Maintain and update standard operating procedures.

Education and Experience

• Graduation from a minimum two-year diploma program in human resources or a related field.
• Three (3) years of recent, related experience including one year’s related experience with recruitment/hiring or an equivalent combination of education, training and experience.
• Strong computer skills in word processing, spreadsheet and database software use.

Knowledge and Abilities 

• Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Demonstrates creativity, resourcefulness and an excellent customer service-orientation.
• Communicates in a compelling, clear and understandable manner (both verbally and in writing) and uses strong persuasion abilities to represent needs of management team.
• Applies and explains policies and procedures and performs detailed analyses of complex reports.
• Utilizes effective interpersonal skills when providing direction, guidance and training to new and existing team members, ensuring clarity of roles and responsibilities, adherence to standards of quality and effective and timely service.
• Applies excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.
• Employs expertise in the use of desktop computer applications and computer systems to record data, process transactions and complete a variety of documents and presentations.
  
  

As per the current Public Health Orders, as of October 5, 2023, all employees working for Vancouver Coastal Health must be fully vaccinated for COVID-19 or have received a single dose of the most-recent, updated COVID-19 vaccine. Proof of vaccination status will be required.

Why Join Vancouver Coastal Health (VCH):

VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and 'going first' when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.

• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff

Equity, diversity, and inclusion are essential to our goals of creating a great place to work and delivering exceptional care. We acknowledge and accommodate unique differences and ensure special measures are in place so that all prospective and current employees are given an opportunity to succeed.

We are committed to building a representative workforce and encourage applications reflecting diversity of sex, sexual orientation, gender identity or expression, racialization or ancestry, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

Vancouver Coastal Health is proud to be recognized as one of Canada's Top 100 Employers in 2024.

Only short-listed applicants will be contacted for this posting.


***Employees of VCH must apply online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the https://my.vch.ca/working-here/job-postings site for instructions on how to view internal job postings and how to apply as an employee. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***

Thank you for your interest in Vancouver Coastal Health.