Pre-hire Mentoring Program Prochrt

objectives Mentoring program goals Mentor roles and responsibilities Business items Staffed by volunteers Allowed to contact candidates during normal work hours Hiring Process

Why mentoring? Addresses recruitment and retention issues Helps candidates navigate the extensive hiring process Provide candidate with contact person Reduces intimidation factors Establish relationship with candidate Provides candidate with expectations We have a reputation for “eating our young” – peer relationships can be difficult to develop because of the agency culture Expectations for both hiring process and job functions

Why mentoring con’t. Acts as a trusted counselor or guide Becomes a safe, non-judgmental sounding board for candidates Remains a consistent contact through hiring and training

Reasons to be a Mentor Has a direct impact on candidates/trainees Promotes a positive culture Serves as a role model Shares knowledge and experience Promotes mentor’s career development Talk about order of hiring testing, process – large agency vs small agency. Civil service, more removed from candidae?

The Role of the Mentor Mentors will guide new candidates through the process by: Offering advice and information Providing encouragement Addressing candidate concerns Mentors will serve as an advocate by: Bridging communication gaps as they move from candidate to new hire Providing input about the candidate/new hire’s learning style, etc. A good place to consider starting the process could be right when they receive their background packets, and continue the momentum through the hiring process. There are a lot of starts and stops to navigate. The Mentor can serve as a laison between the candidate and HR or the Backgrounding unit. While you will form opinions of your candidate and their suitability for this job, remember you are their champion

Mentor Responsibilities Mentoring procedures may vary, but suggested ways to track candidate progress are: Initiate contact Provide contact information including duty hours Maintain a contact log including date, time and form of contact Report to candidate in a timely manner Keep consistent and regular contact

Mentor Responsibilities As a candidate progresses to a new hire, adjustments to the mentor process may be made. Suggestions include: Communicate learning style to training department Introduce them to new peers Alert them to guild/union (if applicable) Advise them of certain industry nuances Emotional upheavals Varying pace of work Extended exposure to stress Maintain confidentiality

Enter the Mentor There are varying times when assigning a mentor may be appropriate, depending on your hiring process Assigning a mentor too early may tax your mentors and be ineffective Mentors are often most effective when assigned during extended wait times (background investigation, etc.) Your agency gets to decided at what point the Mentoring program kicks in.

Example Hiring Process Application process Skills test Initial interview/oral board Background investigation Dispatch sit-in Final interview Conditional offer of hire Polygraph/CVSA Psychological exam Medical, drug, and hearing exams Final offer of employment What does your program look like? Where are there built in delays that extend the hiring processes? This is when a mentor can keep the candidates interested in your agency, and excited about the process.. Assist in completion of background packet if needed If they haven’t told their current employer they are applying for this job, they probably want to do so at this point! Formal interview – dress appropriately One-on-one question/answer Any red flags in their background will be addressed again If interview goes well, a conditional offer of hire will be given at the end Plan for two hours – candidate is only “hooked up” for about twenty minutes Verbal interview will cover all questions previously answered in the background packet, as well as any red flags that may have arisen during the course of the background investigation There are no surprise questions on this test! 1 – 3 hour appointment located in Federal Way Candidate completes written test battery Written tests are analyzed Meet with a clinical psychologist We will not challenge the results of the psych or medical exams! Administered by Health Force – 5 different locations Basic health exam Questions about preexisting conditions or disqualifying conditions? Contact Dion at Dr. Wilson’s office: 206-624-3651

Prep Candidate on Etiquette Address people by title Arrive at every appointment early Dress appropriately Leave electronics in vehicle/bag Types of dress

Etiquette continued Phone Calls Emails Social Media Phone Calls Emails Identify yourself immediately, then ask your question Keep voicemail messages professional and brief Keep personal voicemail greetings appropriate Emails Avoid using slang, abbreviations, or acronyms Use complete sentences with proper grammar and punctuation Social Media Keep in mind that employers may check sites like Facebook, Instagram, Twitter, etc. Phone Calls Identify yourself immediately, then ask your question Your voice mail messages Emails Avoid using slang, abbreviations or acronyms Use complete sentences and proper grammar and punctuation

Additional Resources for mentors Mentor program introduction letter Candidate contact information Answers to FAQs from candidates Introduction script Hiring Process Flow Chart Contact Log Document examples are available. Hand out Contact Log, Introduction script for the first phone call, copy of sample letter sent to candidates; then open up for questions and answers.

Thank you for joining the mentor program!