About VI-Hire
1. What is VI-Hire?
VI-Hire is an online posting and application tracking system. The system hosts all internal and external VIHA job postings, allowing you to view and apply for jobs online. The VI-Hire Tutorial video may be helpful to get you started. See also: VI-Hire Technical Requirements.
Profiles
2. What is a Profile?
A profile contains all the information you would normally provide in a job application such as demographic information, work history, educational qualifications, cover letter, resume etc.
3. If I do not have a computer , how can I apply for jobs at VIHA?
You can access VI-Hire to view and apply for jobs online from any computer anywhere with internet access such as public libraries or Internet cafes.
4. How do I create my profile?
Access VI-Hire from the buttons (Public Job Postings or VIHA Employee Job Postings) on the VIHA Careers home page. Under First Time User, click the link to Create New Account.
VIHA Employees ONLY: A basic profile is automatically created for all VIHA employees using information from our HR/Payroll system. The profile contains basic information such as your name, address, phone number, work site, department, union, and seniority hours/ date. Read our VI-Hire Employee Instructions.
5. How do I access my profile?
Your Profile is accessed from the buttons (Public Job Postings or VIHA Employee Job Postings) on the VIHA Careers home page. Log in with your email address and password that you created.
VIHA Employees ONLY: To access your profile, log in with your VIHA email address. Read more VI-Hire Employee Instructions.
6. What is a “dashboard”?
A dashboard is the first page you see when you log onto VI-Hire. It organizes and presents information in a way that is easy to read.
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7. How do I make changes to my profile?
Access VI-Hire from the buttons (Public Job Postings or VIHA Employee Job Postings) on the VIHA Careers home page. Under Returning User, use your email address and password to log in then update your profile.
VIHA Employees ONLY:You may add a Preferred Contact number such as a cell phone number and you may update your profile attachments such as cover letters, resumes or certificates. To update your basic information (e.g. address, work location, phone number, email), you must contact HR Access at 250.519.7717 or Toll Free: 1.888.296.3963 or via email to HRAccessHumanResources@viha.ca.
8. What happens if I lose or forget my password?
Below the Email Address and Password fields on the login page, click "Forgot your password?" You will be asked for your email address. Within a few minutes an email will be sent to you with your new password.
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Resumes and Attachments
9. Do I need to include a resume?
Even though VIHA employees already have a base Profile, we encourage all applicants to include an updated cover letter and resume before you apply for a job to ensure they are suitable and include any relevant certificates etc. All your information will be reviewed by VIHA Human Resources employees and the VIHA hiring manager from the department to which you apply.
10. What type of document can my resume be?
We can only accept resumes that are plain text, Microsoft Word documents or PDF's. Our system cannot open Word Perfect documents.
11. How do I attach my resume to my Profile?
The best way to attach your resume is to cut and paste it into the appropriate section of the profile. This allows the VIHA HR team to be able to “search” its content when looking for qualified candidate for new postings. If you add your resume as an attachment, it is not searchable within the VI-Hire system.
12. How many attachments can I add to my Profile?
You can add as many attachments to a profile as you like as long as the file size of each item doesn’t exceed 2 MB’s.
13. Can I edit the attachments in my Profile?
No, you cannot edit an attachment. You must delete the original attachment and attach an edited version.
14. I’m a new VIHA employee and now when I login using my VIHA email address, my resume and attachments are no longer in my profile. What happened? VIHA Employees ONLY
You will need to update your internal profile now that you are an employee to include your resume and attachments, then they will be available for each position you apply for. The external profile is no longer valid.
15. Can I access VI-Hire when I’m not at work? VIHA Employees ONLY
Yes, you can log on to VI-Hire from any computer with internet access and a web browser at anytime but you must use your VIHA email account. Read more VI-Hire Employee Instructions.
16. Why can’t I use my personal email account to access VI-Hire once I’m a VIHA employee? VIHA Employees ONLY
The use of your non VIHA e-mail account will prevent several features of the system from working. (e.g. Seniority calculations) All correspondence will be sent to your VIHA email address. Read more VI-Hire Employee Instructions.
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Finding Jobs
17. How do I look for jobs?
Once you have logged in, you can select View All Jobs or use the Quick Job Search or the Advanced Job Search with key words or phrases, locations and categories to see only the jobs within the parameters you have set.
18. How do I view internal jobs? VIHA Employees ONLY
Only VIHA employees can view the internal jobs. To view internal VIHA jobs, you MUST use your VIHA email address to log in to the VI-Hire system. If you use your personal email or another email address, you will NOT have access to the internal jobs and if you apply for a job, you will NOT be considered an internal applicant. Read more VI-Hire Employee Instructions.
19. I am a VIHA employee, but I do not have access to a computer. How can I apply for jobs? VIHA Employees ONLY
You can access the VI-Hire system to view and apply to jobs online from any computer, anywhere that has internet access such as the public libraries or Internet cafes. There is also a project underway to install computer kiosks at some locations throughout VIHA to increase accessibility for staff with limited computer access. Read more VI-Hire Employee Instructions.
20. What is a Search Agent?
Search Agent is an automated search that applicants can set up within the VI-Hire system that will notify you when new jobs meeting your specific search criteria are posted to the system. Applicants receive an email alert within 24 hours of the new posting going on the web, inviting you to review and apply if interested. Search agents can be set to filter on such criteria as: Location, profession, department, status (i.e. full time, part time, temporary),etc.
21. How many “Search Agents” can I have?
You can set up as many Search Agents as you like.
22. Can I apply to VIHA as a general applicant?
Yes, applicants may set up a profile and create “Search Agents” without applying to a specific posting. If a Hiring Manager wishes to pursue a “passive applicant” they can contact the applicant and invite them to apply on their posting.
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Applying for Jobs
23. How do I apply on a job?
Once you find a position that you are interested in and that you are qualified for, click on the Apply Now button to apply your Profile to the job posting. (Ensure any relevant documents are attached along with your resume) You will receive an email notification that your application has been received.
24. We have one email address for our whole family, can my relatives and I use the same email address to apply for jobs?
No, each applicant must have a unique email address.
25. Do I have to apply my Profile to each job that I am interested in?
Yes. Once your profile has been completed, you simply click on the Apply Now button on any position you want to apply to. The VI-Hire system Profile acts as your application.
26. When are new jobs posted to the VI-Hire system?
New jobs will be added to VI-Hire on a daily basis (business days only).
27. How long are jobs posted for?
Each position will remain open for a minimum of 7 days.
28. What time do the postings close?
Postings with closing dates will close at 3 p.m. Pacific Standard Time.
29. What about postings with no closing date?
For those jobs listed as Open until Filled, applications can be submitted at any time.
30. Does the VI-Hire system keep track of the jobs I have applied to?
Yes. You can review them by logging into your Profile in the VI-Hire Career Centre. Your Application History is located in the Profile Submission History section.
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Security of Personal Information
31. Who has access to my personal information?
VI-Hire collects your personal information in order to assess your qualifications and suitability as a potential employee of VIHA. Your information will be reviewed by VIHA Human Resources employees and the VIHA hiring manager from the department to which you apply. VIHA will not disclose this information to third parties unless it is legally required to do so. It is important not to share your ID or password with anyone in order to keep your personal information private.
32. Is my personal data secure?
VIHA respects your right to privacy and takes its responsibilities regarding the collection, use and disclosure of your personal information seriously. VIHA is subject to the Freedom of Information and Protection of Privacy Act (FOIPPA) and has made appropriate security arrangements to protect the personal information in its care against such risks as unauthorized access, collection, use, disclosure and disposal.
A security assessment has been conducted to evaluate that appropriate security controls are in place to protect the information being submitted. VI-Hire is a vendor hosted system where the vendor is contractually obligated to secure the data held within the system. VIHA’s security assessment process provides some additional assurances through validating some of the specific security controls that the vendor has implemented and has found these controls to be appropriate for this system. Please note that this does not constitute an assurance the system is “impenetrable” but rather that reasonable controls are in place based on the sensitivity of the data being hosted by the vendor.
You play a critical role in ensuring that your information stays secure. Most breaches occur as a result of poor password selection or failure to keep your password confidential. Ensure that you select a strong password that is not guessable by others, VIHA employees should NOT use your VIHA Windows password, and never share your password with anyone.
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