The Kingston Police recruitment process reflects and demonstrates a commitment to our core values of Respect, Integrity, Professionalism, Partnership, Leadership and Excellence. We are committed to ensuring an equitable process with the goal of achieving a representative workforce of the diverse community we serve.
We are committed to supporting applicants with disabilities, including accommodating individual accessibility requirements.
Reporting to the Director of Human Resources, the Human Resources Assistant is responsible for supporting day-to-day human resources operations and providing administrative support to the HR Director and, as required, to senior officers. The HR Assistant also performs receptionist duties, including clerical, filing and mail functions for the organization on a daily basis.
The HR Assistant supports the various functions of the HR unit, including recruitment and employee onboarding, performance evaluation, promotional and deployment processes and benefits administration. The HR Assistant also is responsible for maintaining and updating employee files and provides support for benefits administration and WSIB.
The position is based upon a 35-hour work week, generally Monday to Friday. Assigned hours of work may vary based on organizational requirements and may on occasion include evenings and weekends as required.
Kingston Police is proud to serve the Kingston community of 123,363 residents. We have a dedicated workforce of 198 officers and 60 civilians and are one of the oldest municipal police services in Canada. Our members are guided by the mission and values of the Kingston Police. We are committed to achieving our vision of being among the most progressive, efficient and effective community-oriented police services by developing, supporting and engaging our members.
- Prepare letters and memos from drafts or files for signature by the HR Director as required and print copies for distribution
- Maintain employee files, including filing employee documentation, removing disciplinary documentation based on Collective Agreement schedule, ensuring file indices are up-to-date
- Maintain up-to-date HR Unit filing system
- Track documents requiring expunging from employment records as per collective agreements and as directed by the Professional Standards Office
- Maintain and update manual and computerized filing systems and HRIS applications (OSL, Parklane) as required
- Schedule meetings as requested by the HR Director and senior officers
- Provide calendar support for the HR Director and senior officers as required
- Download data from HRIS applications and prepare reports as required
- Attend meetings and take and prepare minutes for senior officers and the HR Director as required
- Provide reception services and administrative support for senior management as required
- Collect, prepare, and deliver incoming and outgoing mail and courier for the Kingston Police
- Work as a member of HR team, providing support within the unit and backing up where needed
Recruitment and Employee Onboarding
- Answer telephone enquiries for Human Resources, including queries from the public concerning hiring
- Provide assistance to the HR Director for all civilian and sworn recruitment and hiring processes including but not limited to:
o Posting external positions in the Applicant Tracking Software and distribute internal postings via email
o Responding to applicants requests regarding postings, directing more complex queries to Director for response
o Scheduling interviews for all stages of recruitment process and booking interview rooms
o Reviewing all new recruit applications for compliance with required standards and all other applications for completeness and accuracy
o Preparing interview packages for interview committees
o Contacting candidates for interview and schedule interview based on panel’s availability
o Maintaining all competition related records, including data entry into spreadsheets and prepare/update candidate files
o Administering recruitment testing for candidates (e.g. CritiCall, MMPI, etc.)
o Schedule all external testing and interview, including 3rd party medical and psychological interviews
o Perform various background checks, including CPIC, and credit checks
- Maintain and update competition scoring spreadsheets
- Track all deployment expressions of interest in database and prepare spreadsheets as required
- Print employment letters and associated documentation for new hires
- Schedule uniform fitting, fingerprinting, photos and swearing in, as well as email set up for new hires
- Assist with payroll, benefits, and pension set-up for new hires.
Performance Evaluation and Promotional Processes
- Assist with performance evaluation and promotional processes
- Perform administrator functions for the performance appraisal software, including activation for new employees and ongoing maintenance to ensure it remains up-to-date
- Print reports regarding completion rates of appraisals, individual evaluations, and self-assessments
- In support of the promotional process, receive and distribute all correspondence from the Ontario Police College to exam candidates.
- Order all promotional material and register exam candidates
- Track promotions and maintain information on current promotional pools, including tracking of exam expiry dates
- Complete candidate packages for promotional processes and distribute to interview panel
- Prepare letters at each level of the process and maintain a ranking spreadsheet
Benefit Administration and WSIB
- Enroll new employees in benefits programs and update employee benefits as needed
- Prepare appropriate WSIB/LTD forms for review and signature by Director
- Fax/e file/upload WSIB forms within proper time-frames and provide copies to all appropriate parties
- File WSIB forms and medical documentation in incident/disability software and medical files
- Contact employees and supervisors for additional information regarding WSIB claims when needed
- Assist with communication regarding employee’s return to full duties or return to work as required
- Maintain and update medical files
- Provide employee sick reports as required
- Work closely with other members of the HR unit to ensure efficient and effective support in all HR functional areas as required
- Responsible for any other duties as assigned.
Note: The above duties represent a typical position and are not to be construed as all-inclusive. This position may be modified after regular evaluation periods.
Health and Safety
All employees are required to participate in health and safety training; comply with the rules, regulations, and procedures; use personal protective equipment and devices; and cooperate in programs developed to comply with the Occupational Health and Safety Act and regulations. All employees are required to inform their supervisor of any unsafe conditions or situations that they have reason to believe may be unsafe or hazardous either to themselves or to others.
Post-secondary degree/diploma in Human Resources Management, Business Administration or related field
Qualifications: CHRP designation or CHRP designation in progress an asset
Minimum one year recent and relevant experience working in HR
Human resources information system (HRIS) experience (PeopleSoft and OSL Solutions software [“OSL”]) experience preferred
Experience with Applicant Tracking System (ATS) and Parklane software systems an asset.
Knowledge of Workplace Safety and Insurance Board procedures
Experience working in a unionized environment an asset.
- Must have a client-focused orientation and strong customer service skills to deal with internal and external clients and stakeholders
- Excellent attention to detail and accuracy
- Demonstrated ability to organize, prioritize and multitask in a fast-paced environment with strict deadlines
- Proactive self-starter, demonstrated ability to work independently and in a team
- Excellent interpersonal and problem-solving skills
- High level of discretion and confidentiality required, including integrity in safeguarding confidential information
- Highly proficient in Microsoft Office applications, including Word, Outlook, and PowerPoint, as well as HRIS applications
- Demonstrated knowledge of human resources principles, practices, and theories
- Strong communication skills (verbal, written, and listening)
- Must be familiar with employment and labour legislation
- Able to work flexible and overtime hours, including evenings or weekends as required for special events or projects.
The Kingston Police hire on the basis of merit and are committed to reflecting the diversity of the Kingston community and Canada. We are committed to non-discriminatory, barrier-free and accessible employment practices in compliance with human rights legislation and the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please indicate this in your cover letter or contact Human Resources at 613-549-4660, ext 2287 or 2282. Although we appreciate all applications, only those selected for an interview will be contacted.