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Human Resource Manual

0115 - Job Offers



  1. Once the proposed appointee satisfies the necessary pre-employment checks, a formal job offer is used to confirm acceptance of the final terms and conditions of employment.



  1. Human Resources Representative means those employees of the Department of Human Resources (DHR) designated to co-ordinate the recruitment process.
  2. Selection Committee includes, but is not necessarily restricted to, a Human Resources Representative and the Supervisor of the position being filled.  Where appropriate, a member with technical expertise or community representative may be added to the Selection Committee, either as a full participant or in an advisory capacity with no vote in the final hiring decision.
  3. Job Offer specifies the terms of an employment arrangement. Acceptance is achieved when both the employer and appointee sign and date the final job offer.
  4. Competition File is the official record of the competition containing all documents required by policies and guidelines.
  5. Personnel File is the official record containing personal information, on each employee, held by the Department of Human Resources.
  6. Benefits Administrator is an employee in the Benefit Section with the Client Services Division of the Department of Human Resources.
  7. Removal Administrator is an employee with the Client Services Division of the Department of Human Resources responsible for administration of removals upon initial appointment and ultimate removals.



  1. A job offer, when accepted by the appointee, binds the GNWT to a contractual arrangement.  It does not, however, bind the appointee to a contractual arrangement until they arrive for work on the effective date specified in the job offer.
  2. A verbal acceptance by an appointee of specific terms and conditions of employment shall be immediately followed by a written job offer.
  3. The Human Resources Representative and Supervisor shall not act upon a job offer until a copy that has been signed and dated by the appointee is received.
  4. A job offer may be conditional upon certain requirements being met. If those requirement(s) are not met prior to the start date specified in the job offer, the Selection Committee may defer the start date until such a time that they are satisfactorily met.  Examples include: 
    1. Motor vehicle licensing requirements;
    2. Criminal record check;
    3. Medical examination; or
    4. Society and/or association memberships.
  5. The written job offer must be signed by one of the following:
    1. Deputy Minister
    2. Assistant Deputy Minister
    3. Director
    4. Chief Executive Officer of Health and Social Services Authority
    5. Superintendent
    6. Warden in Correctional Centres
    7. Nurse Managers in Hospitals
    8. Managers in Fire Suppression
    9. Principals - casual job offers only
  6. When it becomes necessary to change the initial letter of offer, an amended offer shall be issued, signed and dated by the Employer and appointee.
  7. Salary shall be determined as follows:
    1. On initial appointment, employees will generally be credited with 1 Step of the approved level for each two years of directly related experience up to a maximum of Step 3 as follows:
      1. At least two years of directly related experience - Step 1
      2. At least four years of directly related experience - Step 2
      3. At least six years of directly related experience - Step 3
    2. Deputy Heads of the hiring department may authorize a job offer at a higher step up to and including Step 6 on initial appointment.

    3. Job offers for instructors and nursing categories will be made at the appropriate salary, based on the individual's experience and/or qualifications.

    4. On promotion, the salary is calculated by taking the difference between Steps 1 and 2 of the new pay range and adding this to the current salary. The candidate must receive the step nearest to but not less than this total. If an increment is due within six months of the promotion, it is granted and considered part of the Employee's current salary.  A new increment date is then established for the Employee.

    5. On transfer, the Employee’s salary will be at the rate nearest to, but not less than his/her former rate of pay.  If the maximum rate of pay for the new position is less than his/her present rate of pay, the Employee shall be paid at the maximum rate of pay of the new position.  If the Employee has lay-off status and is transferring to a lower level position, the employee’s present salary and negotiated pay increases will continue for a period of one year, at which time the Employee’s salary will be paid according to the guidelines for transferring employees.

  8. Start dates for positions shall be established subject to the required appeal limitation period.
  9. For positions that are subject to appeal, the written job offer shall be withdrawn pending the outcome of an appeal.
  10. Probationary periods are specified in the job offer and are established as follows:

    For UNW/Excluded positions
    1. Six months for new-hires into positions up to and including Pay Level 12;
    2. Six months for employees transferring or promoting to another position within the Public Service; or
    3. One year for employees first hired for positions at Pay Level 13 and above.
    For management positions
    1. Six months for employees transferring or being promoted to another position in the Public Service; or
    2. One year for employees hired from outside the government.
  11. An employee who is appointed to a position, which has the same duties as his/her previous position, shall not serve an additional probationary period.
  12. Written job offers shall include an approved copy of the job description.

    Sample Job Offer Letters:



  1. The Human Resources Representative provides a verbal offer to the appointee specifying the following terms and conditions of employment:
    1. The title of the position and the department;
    2. The type of employment (indeterminate, term, at pleasure, seasonal);
    3. Start date (end date if applicable);
    4. The length of the probationary period if applicable;
    5. Supervisor’s name;
    6. Salary;
    7. That the offer is conditional pending the completion of an appeal period;
    8. When the appeal period will be over and how an appeal will impact the start date;
    9. The offer is conditional pending the completion of a criminal record check (if applicable);
    10. Any other conditions to the offer (i.e. receiving a driver’s license within six months or successful completion of a medical);
    11. Where to report to work; and
    12. Information on Mandatory Leave Without Pay (five days).
  2. The Human Resources Representative refers all questions about removal and benefits to the Benefits or Removal Administrator.
  3. The Supervisor discusses and approves all terms and conditions requiring negotiation (e.g. salary) subject to the necessary approvals if applicable.
  4. If the candidate verbally accepts the proposed terms and conditions of employment, the Human Resources Representative presents a formal written offer.  An expiry date for the written offer may be specified in the body of the letter.
  5. The Human Resources Representative may ask the appointee to review and sign the attached job description as an additional condition of employment.
  6. For appointees requiring removal in or between locations, the Human Resources Representative will direct the appointee to the Removal Administrator.
  7. To help initiate pay and benefits, the Human Resources Representative prepares an Employee Information Request form with information provided by the appointee.
  8. The Human Resources Representative places the signed job offer, job description, employee information request form and any additional documentation on the appointee’s personnel file.
  9. The Human Resources Representative updates the Recruitment Module in PeopleSoft accordingly.
  10. The Benefits Administrator assigned to the department is provided with:
    1. a copy of the job offer;
    2. an "Employee Information Request” form;
    3. a copy of the candidate’s resume/application; and
    4. copies of certificates, criminal record checks, driver’s abstract, etc.


Authorities and References

NWT Public Service Act
Section 17(1), Appointments by competition
Section 20, Probation

Staffing Appeals Regulations

UNW Collective Agreement
Article 24.01 (1)-(2), Pay
Appendix A9.17, Appointment

Excluded Employees' Handbook

Senior Managers’ Handbook