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Appendices - Examples and templates

Appendix A - Writing a job description

Job title

Make your job titles specific. Targeted job titles are more effective than generic ones, so be precise by including key phrases that accurately describe the role.

Avoid internal lingo that may confuse the job seeker. Stick to standard experience levels like 'Senior' rather than 'VI' or other terms people are less likely to look for.

Job summary

Open with a strong, attention-grabbing summary. Your summary should provide an overview of your company and expectations for the position.

Hook your reader with details about what makes your company unique. Your job description is an introduction to your company and your employer brand. Include details about your company culture to sum up why a candidate would love to work for you.

Include an exact job location to optimize your job posting so it appears higher in job search results.

Responsibilities and duties

Outline the core responsibilities of the position. Make sure your list of responsibilities is detailed but concise. Also emphasize duties that may be unique to your organization. For example, if you are hiring for an event management role and the position requires social media expertise to promote events, include this detail to ensure candidates understand the requirements and can determine if they’re qualified.

Highlight the day-to-day activities of the position. This will help candidates understand the work environment and the activities they will be exposed to on a daily basis. This level of detail will help the candidate determine if the role and company are a right fit, helping you attract the best candidates for your position.

Specify how the position fits into the organization. Indicate who the job reports to and how the person will function within your organization. This will help candidates see the bigger picture and understand how the role impacts the business.

Qualifications and skills

Include a list of hard and soft skills. Of course, the job description should specify education, previous job experience, certifications and technical skills required for the role. You may also include soft skills, like communication and problem solving, as well as personality traits you envision for a successful hire.

Keep your list concise. While you may be tempted to list out every requirement you envision for your ideal hire, including too many qualifications and skills could dissuade potential candidates. 

Appendix B - Example: job posting

Mechanical Co-op Engineer

Since 1980, ABC Company has helped create the environments required for clients to live, educate, work, play and heal. We have created for our clients the largest block of verified carbon emissions savings of any Canadian consulting firm. For more than two decades ABC Company has provided sustainable building designs with the goal of permanently reducing our clients' environmental footprint and creating sustainable communities.

Our company currently seeks self-motivated, hardworking mechanical engineering co-op students to join our Oshawa facility. Located just minutes from the University of Ontario Institute of Technology's north Oshawa location, this is an excellent opportunity for someone looking to grow and develop their professional career in the consulting industry. The ideal candidate takes initiative, is interested in pursuing a career in engineering consulting, and is willing to take on responsibility as his/her experience progresses.

Note: The student will work for ABC Company on more of the design aspects of engineering (Mechanical majors are preferred for this role)

  • Duration: four- or eight-month co-op term with potential for extension.
  • Start date: September 2018.
  • Wage: Hourly, based upon skills and experience.
  • Responsibilities: The responsibilities of this position include but are not limited to:
    • Assisting with the design of mechanical heating, ventilation and air conditioning (HVAC), plumbing and fire-protection systems in commercial, institutional, residential, public and private facilities.
    • Assisting engineers and designers with the preparation of technical drawings.
    • Operating computer-assisted design (CAD) and drafting workstations.
    • Assisting in the gathering and analysis of information pertaining to energy use and savings.
    • Participation in site visits.
    • Other duties as assigned.
  • Education and experience:
    • Currently pursuing undergraduate studies in Engineering, preferably Mechanical.
    • Familiarity with AutoCAD and/or REVIT an asset.
    • Familiarity with Microsoft Office tools and applications including Excel, Word, PowerPoint and Outlook.
    • Desire to work in a team-based environment.
    • Good communication skills.
    • Proven ability to meet deadlines

If you are interested and have the skills and qualifications we seek, please submit your resume and cover letter to HR@ABCcompany.ca.

Appendix C - Sample interview questions

  1. What attracts you to this position?
  2. What do you know about our company?
  3. Tell about your previous work experience.
  4. Have you ever had difficulty getting others to accept your ideas? What was your approach? Did it work? Please answer in the context of demonstrating leadership.
  5. Give me an example of a time when you went above and beyond the call of duty with the intention of showing what drives you.
  6. Describe a time at any job you held in which you were faced with problems or stresses that tested your skills and your ability to handle tough situations.
  7. Give an example of a time when you had to be quick in coming to a decision without all the supporting facts and information. What did you learn from this?
  8. Describe a more structured approach to dealing with a problem situation where you had to seek out relevant information, define key issues, and decide on which steps to take to get desired results.
  9. How do you decide what gets top priority when scheduling your time?
  10. What qualities and skills do you have that would make you the ideal candidate for this position?
  11. If we call your references, what would they say about you?
  12. Tell me about your accomplishments so far. What was it that made them so satisfying?
  13. What are your goals and how would taking this position help you meet your goals?
  14. How would you go about improving yourself to grow and develop professionally?
  15. Communication is very important to our working culture. If you needed information or support from another location or team member, how would you ensure your deadlines are met?
  16. By providing examples, demonstrate that you can adapt to a wide variety of people, situations and environments. Can you function well within a team?
  17. Give an example of when you had to work with someone who was difficult to get along with.  Why was this person difficult? How did you handle that person?
  18. Identify some of your characteristics you think best define you as an individual.
  19. What are you looking for from an employer to support the launch of your career?
  20. Please give examples of your commitment to task.
  21. What do you think about continual learning in the context of your future career?
  22. In what ways do you think it is important to be an ambassador for your company?
  23. Explain your thoughts with regard to the principle of ethical behaviour.
  24. What questions do you have for me that will help you make the best decision for your potential future here?

Appendix D - Sample job offer

August 20, 2018
Personal and confidential
[Student name and address]

Subject:  Offer of Temporary Employment – Student

Dear [First Name]:

On behalf of ABC Company, I am pleased to offer you temporary employment for the position of Student in the Mechanical Engineering Department at our Oshawa office.  This position will report to [manager’s name], Manager, Mechanical Engineering. Your employment will start on September 4, 2018, ending without notice on or before April 26, 2019. This agreement will be reviewed at the end of this time frame and may be extended dependent upon workload and the mutual agreement of both parties.

Your duties, responsibilities, and reporting relationship may be amended from time to time, as deemed necessary, to meet the operational requirements of the company. In addition, business needs may require that you attend meetings at other offices and workload may necessitate your transfer to another office within Ontario on a temporary or permanent basis.

The following sets out the essential terms and conditions of your employment:

Your compensation for this temporary assignment will be $20 per hour. It is anticipated that you will work an average of 37.5 hours per week.

You will be entitled to additional remuneration for hours worked in excess of the standard work week. Approved overtime will be paid to you at straight-time for all hours worked in excess of 37.5 in a week.

As a temporary employee, you are not entitled to company benefits. Income Tax, Canada Pension and Employment Insurance will be deducted from your pay and remitted on your behalf. Payment for statutory holidays will be prorated in accordance with current Employment Standards Legislation. Vacation will be accrued at 4% of earnings and will be paid to you at the end of the assignment.

As a condition of employment with ABC Company, all employees agree to protect the confidentiality of proprietary information they have access to during the course of their employment. This information includes, but is not limited to, technical, business and customer information.

Employees further acknowledge that they shall not during, or at any time after the termination of, their employment with the company, use for themselves or others, or disclose or divulge to others including future employers, any confidential information, or any other proprietary data of the company in violation of their common law duty to the company. Upon the termination of employment, employees agree to return to the Company all documents and property of the company, including, but not necessarily limited to, drawings, blueprints, reports, manuals, correspondence, customer lists, computer programs, and all other materials and all copies thereof relating in any way to the company's business, or in any way obtained by them during the course of their employment.

This offer is valid until August 22, 2018.  To signify your understanding and acceptance of this offer, please sign and return one copy of this letter to Human Resources at HR@ABCcompany. This letter certifies that the foregoing terms and conditions constitute the entire agreement with the company and that no other promises or understanding have been made other than those stated herein.

Should you have any questions or require clarification concerning this offer, please feel free to contact me at [hiring manager's phone number]. We are very enthusiastic about having you join ABC Company and look forward to a long and mutually rewarding relationship.

Yours truly,

ABC Company

 

Manager’s name and signature

Agreed and accepted:

My anticipated start date is: ________________________________

 

 

 

Student name

 

Date

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