Police Record Check Administration Assistant

St. Clement's School; Whitby; Hybrid; CAD 42,000 - 60,000; Full time

Job summary

Durham District School Board (DDSB) is seeking a 12-month contract Administrator to manage the Police Record Check (PRC) process for all employees. You will coordinate end-to-end PRC administration, track expiries, and ensure secure storage in line with privacy regulations.

The role requires a diploma or degree in HR/Business, 1–2 years in a similar admin/HR setting, and strong communication skills to assist staff and managers with PRC timelines.

Qualifications

• Completion of a diploma or undergraduate degree in Human Resources, Business Administration, or a related field; or an equivalent combination of education and experience.

Responsibilities

• Administers Police Record Check (PRC) process for existing employees and tracks status and expiry dates.
• Maintains PRC documentation securely in compliance with privacy policies and audits.
• Provides front-line client service to employees and managers regarding PRC requirements.
• Utilizes SharePoint and HRIM tools to generate reports on PRC completion and compliance risks.

Skills

Attention to detail

Customer service

Policy interpretation

Office 365

SharePoint

HRIM systems

Education

Diploma or degree in HR/Business

Tools

SharePoint

Office 365

Job description

The Durham District School Board acknowledges that many Indigenous Nations have longstanding relationships, both historic and modern, with the territories upon which our school board and schools are located. Today, this area is home to many Indigenous peoples from across Turtle Island. We acknowledge that the Durham Region forms a part of the traditional and treaty territory of the Mississaugas of Scugog Island First Nation, the Mississauga Peoples and the treaty territory of the Chippewas of Georgina Island First Nation. It is on these ancestral and treaty lands that we teach, live and learn.

This statement was co-created in partnership with the Mississaugas of Scugog Island First Nation and the Chippewas of Georgina Island.

This is a 12 month contract position

Under the direction of the Senior Manager or delegate, supports the administration of the Police Record Check (PRC) process for all employee groups across the organization. Ensures timely, accurate processing of PRC documentation, maintains compliance with organizational policies and legislative requirements, and provides front line customer service to employees, and internal partners. This role contributes to maintaining safe, compliant workplaces by ensuring all required background checks are completed, tracked, and stored appropriately.

Key Responsibilities

Administers Police Record Check Process

• Coordinates end to end PRC administration for existing employees as per new regulatory standard.
• Tracks PRC status, expiry dates, and follow up requirements using SharePoint and related HRIM tools.
• Administers reminders and correspondence to employees and managers regarding outstanding or upcoming PRC requirements.
• Ensures all PRC documents are securely stored and retained according to policy, privacy legislation, and audit requirements.
• Maintains SharePoint tracking logs and prepares reports on PRC completion rates, outstanding items, and compliance risks.

Provides Client Service & Guidance

• Acts as a front line contact for employees and supervisors regarding PRC requirements, timelines, and processes.
• Responds to inquiries with clarity, professionalism, and a customer service mindset.
• Escalates complex issues as needed.

Education

• Completion of a diploma or undergraduate degree in Human Resources, Business Administration, or a related field; or an equivalent combination of education and experience.

Experience

• 1-2 years of administrative experience, preferably in HR, compliance, or a customer service environment.
• Experience in a unionized or public sector environment is an asset.

Qualifications and Skills

• Strong attention to detail and ability to manage high volumes of documentation with accuracy.
• Customer service orientation with clear, professional communication skills.
• Ability to interpret and apply policies, procedures, and basic legislative requirements related to privacy and background checks.
• Comfortable working with HRIM systems, tracking tools, and Office 365 applications.
• Organizational skills and ability to meet deadlines in a fast paced environment.

Additional Requirements

Provide a current Criminal Record and Judicial Matters Check (CRJMC) screening upon hire.

Equity and Inclusion

The Durham District School Board recognizes Indigenous rights are distinct. In the exercise of those rights, Indigenous staff and students shall not be subjected to actions with the aim or effect of depriving these distinct rights.

The DDSB is dedicated to creating a welcoming and inclusive environment for all. We are committed to reflecting the diverse communities we serve and encourage applications from candidates who bring a variety of experiences and backgrounds. We adhere to fair, transparent hiring practices and are committed to equity and accessibility throughout the recruitment process. If you need accommodation during the application process, please let us know, and we will work with you to meet your needs.

Ignite Your Career

At the Durham District School Board (DDSB), we inspire the lives of over 80,000 students. Our diverse communities are places where your impact will be felt every day.

Picture yourself in a workplace where your ideas are celebrated, and your growth is a top priority. Here, collaboration and innovation thrive. Whether you're directly inspiring young minds or providing essential support behind the scenes, your contributions will have a meaningful impact on students and the community.

We welcome you to bring your experiences, your passions, and your talents to our inclusive community. Join us and be part of a team that values your well‑being as much as your contributions. Ignite your potential at DDSB and help us make a difference, one student at a time