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Recruiting Staff at UBC's Okanagan campus
(BCGEU, M & P, and Excluded)

To recruit for a staff position at UBC's Okanagan campus, the procedure is as follows:

At a Glance

1. Write a Job Description
2. Get the Job Classified
3. Post the Position
4. Shortlist, Interview & Make a Selection
5. Complete a Staff Appointment Form
6. Hiring a Short-term BCGEU Clerical Auxiliary Employee (less than a 4 mnth appt.)  
7. Orientation & Onboard Checklists

In Detail

Step 1: Write a Job Description

HR would be happy to assist you in developing a job description. More information, including a standardized template and sample are below:

Writing a Job Description

If you need assistance in writing a job description, please contact Janna Steinthorson, HR Advisor at 250.807.8619.

Step 2: Get the Job Classified

After you have written a job description that requires classification/reclassification, email to Janna Steinthorson at janna.steinthorson@ubc.ca. You will receive confirmation of the employee group, level and salary ranges associated with the position.  

Step 3: Post the Position

Once authorized, send the Job Posting Request Form and the job description (doc) electronically to the Human Resources Associate: Alana Jordan - alana.jordan@ubc.ca (T:250.807.9819) and/or Gurjit Chand -  gurjit.chand@ubc.ca 
(T: 250.807.8833) 

Human Resources will post the position on the University web site and external media sources if necessary. Once the posting is closed, Human Resources will forward all resumes to your attention and make the formal job offer on behalf of the University.

Step 4: Short-list, Interview and Make a Selection

Download the following documents and follow the steps as outlined in the Department Recruiting Checklist (PDF):

Criteria Guide for short-listing candidates are the requirements listed in the posting.

The department and hiring manager should contact and interview suitable candidates.

Interviewing and Interview Questions

Follow the instructions on How to Conduct an Interview (PDF).  The documents referenced are listed below and will be helpful in completing the Interviewing process.

If you would like to test the candidates on various applications such as Microsoft Office, typing skills, secretarial questions etc. please contact Alana Jordan at alana.jordan@ubc.ca or Gurjit Chand at gurjit.chand@ubc.ca

Ensure that you comply with the relevant collective agreement requirements when interviewing. You may contact the HR office for guidance, or call the Human Resources Advisor or Associate if you require further clarification.

Please contact Human Resources for further assistance with interview questions.

Step 5: Complete a Staff Appointment Form/EPAF

Forward the completed Staff Appointment Form (link) to Human Resources. They will generate a formal offer letter to the successful candidate or complete an EPAF.

Step 6: Hiring a Short-term BCGEU Clerical Auxiliary Employee

For less than 4 month appointments, please complete an Auxiliary Request and send electronically to gurjit.chand@ubc.ca    

Please see Auxiliary Checklist  and Auxillary Information for New Hires to ensure all steps are covered.

  

We also ask that you please complete an Auxiliary Performance Appraisal Form before the end of the appointment.  This evaluation will help us to appropriately place the auxiliary employees in future positions by assessing their skills and abilities in order to maximize their capabilities to benefit both the employees and the institution. 

 

If you have any questions on hiring an auxiliary employee, please contact Gurjit Chand at 250.807.8833 or by email: gurjit.chand@ubc.ca

Step 7: Orientation & Onboard Checklists

View the Administrator's Orientation Checklist for new Employees to ensure all steps are covered.  Also see the Onboard Checklist to ensure your new employee is set up and ready to go!

Payroll

The Human Resources Associate will forward the Staff Appointment Form and the offer letter (for Management and Professional Staff the offer letter must be signed by the employee) to the UBC Payroll for processing.

Important Note: It is the employee’s responsibility to complete their on-line Payroll Benefit enrolment package. Their offer letter will reflect the appropriate access codes.

Paying Hourly Staff

Payroll must receive completed time sheets for all hourly staff in advance of the bi-weekly payroll deadlines. Faxed timesheets are NOT acceptable.

Use the link below to access time sheets and a list of payroll deadlines Payroll Administrator Information page.

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Last reviewed 5/17/2012 1:38:10 PM

Systems Integration Overview

Systems Overview includes information on the following:

  • Position Management
  • eRecruit
  • eForms
  • HRMS
  • FMS
  • Hyperion

 

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