The hiring coordinator is responsible for coordinating and scheduling all members of the hiring team and applicants in an efficient and successful manner. Duties include gathering available times from the hiring team, planning an interview schedule, creating interview itineraries, posting current schedules and time slots, maintaining a sufficient number of copies of all documents, calling and arranging all interviews with applicants and following up on all calls and interviews.
The hiring coordinator must have excellent time management skills, be able to interact confidently with others (internally and externally), be well organized and able to take control of a situation when necessary.
The HC is Responsible for the Time Table
Before interviews ever take place, the hiring coordinator must be hard at work. This involves dedicating many hours of planning and organizing which helps the hiring process to run as smoothly as possible.
One month before interviews: The hiring coordinator should notify the entire hiring team that interviews are coming soon, giving them the exact dates when interviews will begin. Start getting their available time slots, and make sure all of the documents (initial interview sheets, follow-up sheets, etc.) are up to date and copied.
Three weeks before interviews: FOLLOW-UP! It is difficult to coordinate so many busy people. Stay on them. Voicemail the hiring team everyday (V/M #535) and remind them to turn in their availability and check the schedule. Start sorting through all current applications and organizing them by position in the current application binder. This will assist you when you start to make interview calls.
Two weeks before interviews: Schedule should be completed. Itineraries for first interviews should be completed and placed in hiring binder behind “first interviews” divider. Start making calls to set up interviews. This is a tedious process and takes at least two weeks.
One week before interviews: Keep making calls. By now every applicant should have been contacted at least once. Continue to call applicants and set up interview times. Make itineraries for second and third interviews (these need to be done before the first interviews start so that the hiring team can set applicants up for a second time if they pass the first interview).
Week of interviews: FOLLOW UP! Make sure everyone is checking their voicemail on a regular basis in case any changes are made to the schedule (i.e. cancellations, new time slots, etc.). Continue to set up as many interviews as possible.
Be sure to check the front desk on a daily basis for any new applications that have been submitted.
The 12 Week System and Schedule
WEEK 12
Begin hiring process
- Update hiring agenda, give copy to each hiring team
- Goal: recruit and collect 500 applications
- Put AD in two local newspapers
- Place ad on Facebook
- Host GHF job fair
- Let all staff know we are hiring to get referrals Set up interviews and schedules
Get interview times from hiring team
Confirm training dates with managers
WEEK 11
Schedule hiring team meeting
- Interview training on how to do interviews
- Watch “How To Hire, How To Fire” video
- Review and role-play interview questions
Reserve conference room for interviewing only
Put out shift request (Due Friday of week 9)
WEEK 10
Start first set of interviews (All week/ 7-8 per day)
Start second set of interviews (Thursday)
- Update shift request and gets shift commitment
WEEK 9
Continue first set of interviews (All week/ 7-8 per day)
Continue second set of interviews (All week)
Begin third set of interviews (Thursday)
Interview for new shadow team members
Plan second hiring meeting
WEEK 8
Continue second set of interviews (All week)
Continue third set of interviews (All week)
Post “Open Shifts” schedule
Order new employee shirts and name tags
WEEK 7
Continue third set of interviews
Make-up week
- Schedule more interviews (if needed)
Start mentor program
- List of mentors and schedules
- Pair up mentors and new employees
Make new employee packets
WEEK 6
Final hiring meeting with shadow teams
- Selection of new employees
Compete final schedule and post
New employee packets due by Wednesday
Shadow team meeting
- Copy of all shadow tests and quizzes
- Finalize shadow team availabilities
- Review shadow information
WEEK 5
Plan trainings
- Customer service training: all new employees
- Mentors and managers meet and greet all new employees
- Review all important training dates and time lines
WEEK 4
Shadow calendar posted
Begin department training and shadows
WEEK 3
Continue training and shadows
WEEK 2
Finish all trainings and shadows
WEEK 1
Make-up shadows and training
File all employee folders
Post final schedule
The new Superstar begins their shift!
Shawn Stewart is the Operations Manager at Gainesville Health and Fitness Center. Contact him at shawns@ghfc.com
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Rachel Zabonick-Chonko is the editor-in-chief of Club Solutions Magazine. She can be reached at rachel@peakemedia.com.
