Administrative Assistant Recruiting

The Team you are Joining – Who We Are:The Halton Regional Police Service contributes to the safety and well-being of more than 620,000 residents in Halton Region which includes the Towns of Milton, Halton Hills and Oakville, and the City of Burlington. It is our continual pursuit of excellence that keeps Halton at the forefront of policing and as a leader in the public safety arena. Through upstream approaches, partner collaboration, training, community engagement and a strong focus on inclusion and diversity, we have been able to maintain Halton’s status as the safest Canadian municipality with a population of 100,000 or more. This is exemplified through deep collaboration between our growing team of over 1,100 members and our residents, businesses, non-profit organizations, and municipal governments. About the Role – How you will Contribute to the Service: Join Our Team as an Administrative Assistant, Recruiting Are you passionate about creating a workplace where every employee feels valued, supported, and empowered to succeed? We’re searching for a dynamic Administrative Assistant, Recruiting to join the Recruiting Unit at Halton Regional Police Service, where you’ll play a key role in shaping our uniformed workforce. In this fast-paced role, you’ll provide essential administrative support for all uniform recruiting efforts. From coordinating candidate selection to assisting with testing for cadet and auxiliary positions, you’ll help drive a smooth, impactful recruitment experience Here’s what you’ll get to do: Provide comprehensive administrative support for uniform recruiting, including assistance with recruitment, selection, and testing for Cadet, Constable, and Auxiliary positions. Prepare correspondence, maintain records, compile reports, schedule meetings, record and distribute minutes, and oversee front-desk/telephone reception. Receive and distribute incoming mail. Receive and process applications and resumes, create and maintain applicant files, and update applicant information and status changes in the Applicant Tracking System (ATS). Administer and manage the Applicant Tracking System (ATS), ensuring accurate data entry, reporting, and workflow maintenance. Provide information to prospective applicants regarding selection requirements and application processes. Respond to internal and external inquiries and make recommendations on candidate progression. Schedule applicant interviews and testing and explain interview and assessment processes to candidates. Schedule and administer psychological testing and coordinate pre-employment assessments and related appointments. Prepare correspondence, forms, and supporting materials for Constable and Cadet Selection processes; prepare Police Services Board reports for employee appointments; and draft conditional and final offer letters. Support Recruiting Unit staff by conducting research, gathering information, and assisting with report preparation. Coordinate the Co-op Program, including liaising with Boards of Education, scheduling interviews, tracking student placements, and responding to inquiries from staff, teachers, and students. Participate in applicant interviews as required and prepare interview summaries. Coordinate and plan outreach and recruitment events, including special events, information sessions, PREP mentoring sessions, job fairs, and other engagement activities. Manage attendee communication and logistics as needed. Assist in planning and coordinating training events, conferences, and external meetings related to recruiting, including registration administration and accommodation booking. Collect receipts, invoices, and financial records for purchases and expenses; prepare and maintain monthly expense documentation. Order and distribute office supplies and prepare purchase orders, work orders, and large purchase requisitions. Perform other related duties as assigned. What you’ll Bring to the Role: Education, Certifications and Qualifications: We are seeking a candidate who has High school diploma plus one year of related college coursework (e.g., HR management, recruitment/selection, communications) or completion of a recognized program in HR management or recruitment and selection. Previous Experience, Knowledge and Skills: Our ideal applicant will have a minimum of two years of administrative experience in an HR environment, with a strong focus on recruitment. Additional requirements include proficiency with all MS Office applications and experience using an Applicant Tracking System. The successful candidate must be able to thrive in a fast-paced environment, demonstrate strong attention to detail, and manage paperwork and documentation with accuracy and efficiency. Experience in the public sector and in a unionized environment will be considered an asset. An equivalent combination of education and/or experience may be considered. Note: The successful applicant will need to pass a background check to the satisfaction of the Halton Regional Police Service which will include reference checks with previous employers, verification of educational achievements, and a criminal background screen. What We Offer:  We offer the opportunity to join a progressive work environment with a leading police service. Our Service is committed to the values of Trust and Respect, Integrity, Accountability, Excellence, Teamwork and Justice. We provide our employees with a competitive salary which includes but is not limited to training and development opportunities, onsite fitness opportunities, access to wellness resources and participation in a defined benefit pension plan – Ontario Municipal Employee Retirement System (O.M.E.R.S.). This position is based out of our Oakville Headquarters facility which is located at the QEW and North Service Road West.  Salary Range: $74,754.00 to $83,060.00 per annum How to be Considered for This Exciting Opportunity: Apply today and help us make our workplace one where everyone can grow and succeed together. Please apply online with a resume and a detailed letter outlining your experience and skills and how they relate to this role with the Service. quoting Competition 104-C-25 by December 19, 2025. All applications must be submitted to the Service’s on-line system to be considered for this vacancy. **Various skills assessments may be administered as part of the selection criteria. Internal applicants will be given first consideration for this position. The Corporation reserves the right to review and evaluate qualified internal candidates before considering external applicants. External candidates may be reviewed only if no suitable internal candidate is identified. Please note: Our hiring team will begin reviewing resumes in mid-January. The Halton Regional Police Service strives to be an accessible and inclusive organization. We are committed to fairness and equity in employment and our recruitment and selection practices. We encourage and welcome applications from all who may contribute to the further diversification of our organization. Should you require an accommodation under the Ontario Human Rights Code (OHRC) and/or the Accessibility for Ontarians with Disabilities Act (AODA) during any stage of the recruitment process, we will work with you to remove any barriers. Please do not hesitate to let us know by contacting us for assistance at civilianrecruiting@haltonpolice.ca. We thank all applicants for their interest in joining our organization. Only those who are selected to advance through the recruitment process will be contacted by our team.