If you are an existing employee of South Shore Health then please apply through the internal career site.Requisition Number: R-15615Facility: LOC0001 - 55 Fogg Road55 Fogg Road Weymouth, MA 02190Department Name: SSH RecruitmentStatus: Full timeBudgeted Hours: 40Shift: Day (United States of America)Great opportunity for a motivated, highly organized individual to join our awesome team! This ONSITE opportunity supports the talent acquisition team members with providing a smooth and well organized onboarding for new team members. This fast paced role will require you to interact with team members, conduct virtual new hire orientation, process employment authorizations and background checks, provide quality control checks for clinical hires, and disseminate information in a logical and digestible format for internal and external clients. Assist with job fairs, job postings, outreach, and more. Potential for hybrid after successful completion of three months. Strong administrative skills with Excel, Outlook, Powerpoint. Outstanding communication skills required. Salary range generally $22.00-$26.00 per hour depending on experience and skill.Essential Functions1. Coordination of Interview Process: Work as a team within Employment group to provide excellent customer service to employment candidates.a. Coordinate interview process with HR liaison and hiring manager by scheduling interviews.b. Contact applicants and schedules appointments within one (1) business day as instructed by HR liaison and or hiring manager.c. Answer general questions asked by candidate by phone/ or in person when coordinating initial interview.d. Notify HR liaisons of any information deemed necessary that may be relayed during the interview process between HR assistant and applicant or hiring manager.e. Greet all applicants professionally and escorts for interviews with hiring managers.f. Assist the front desk person with generating mailing labels and mail response cards weekly for paper applications received when necessary.g. Assist and support HR Liaisons during the interview process with any miscellaneous requests.2. Coordinate new hire process, including preparation of offer packages, make follow-up phone calls, gathers new hire paperwork, and the assembling/filing of new hire folders.a. Assemble offer package with required paperwork/forms and mails to employee prior to orientation date.b. Make follow-up welcome phone calls to employee prior to start date, and track required paperwork, EHS appointment, badges, etc. on checklist.c. Collect all new hire paperwork, including I-9 documentation, tax forms, beneficiary forms, personal data form, etc. and creates new hire folder.d. Complete quality control audit of new hire files within 3 days of employee start date.e. Inform liaison of any missing documents and folllow up with the missing document retrieval as assigned by liaison.f. File new employee folders, ensuring that all documentation is included, within 1 week of start date.g. If unable to meet 3 day audit deadline, immediately notify Employment Manager as to why task cannot be completed in timely mannner.3. Complete Employee Verification paperwork .a. Complete the employee verification paperwork received daily by filling in appropriate data in compliance with HR policy .4. Prepare correspondence, memos, reports, labels and materials for all and any HR meetings as instructed.a. Type, format, edits and proofread a variety of written material including correspondence, memos, labels, reports, charts, statistics, minutes, etc.b. Schedule meetings, notify participants, prepare agenda, order food, schedules room, organize room set-up, take and transcribe minutes of regular meetings.c. Runs standard reports from Meditech and/or other databases as needed.5. Assist and or is responsible for the compiling of employment data , distribution of employment reports and answering general employment questions.a. Coordinate, assist and or prepare employment reports and or employment postings for bulletin boards and or distribution to leadership throughout Hospital. IE: recruitment report, VP report. etc.b. Answer questions that applicants and or hiring managers may have regarding new positions, incomplete requisitions, approval process and or recruitment/ interview /employment process. Will refer or seek guidance from HR Liaisons to answer questions as necessary.6. Process CORI forms.a. Fax CORI forms to vendor.b. Receive CORI results and enters date in system.c. Forward questionable CORI results to Employee Relations for further review.7. Advise employees and managers on HR policies and procedures and provides appropriate interpretations of policies. Refers escalating requests for exceptions to policies to HR liaison or Employment Manager.8. Provide exceptional customer service and back-up coverage on front desk as needed.a. Respond to calls and visits from employees, applicants, and other visitors, including the public at largeb. Prioritize, screens and redirects calls.c. Answer questions, handle routine matters on own initiative and take messages.d. Rotate with other support staff to bring mail to mail room and pick up mail twice a day.e. Open, review, prioritize and distribute interoffice and external mail to appropriate individual.f. Return call to applicant in a timely basis when follow-up call to applicant necessary.9. Process check requests and purchase requisitions as needed.a. Obtain appropriate signatures on check requests and purchase requisitions and submits weekly with required back-up.b. Track spending against purchase orders and identifies when additional funds are needed.10. Coordinate weekly orientation program.a. Prepare orientation schedule and reserve room assignment one year in advance.b. Prepare and distribute orientation list to departments by the Tuesday of the week prior to orientation.c. Monitor supply of orientation packets and replenishes as needed.d. Order food for Monday General Hospital Orientation. Food is ordered in a timely manner and appropriately for number of attendees.e. Confirm speakers attendance and send agenda to speakers along with approved orientation list on Tuesday of the week prior to orientation.f. Periodically review orientation materials for updates and revisions, new policies and information, and makes suggestions for improvements. Maintains up-to-date power point presentations.g. Notify HR Director and or Employment Manager in a timely manner if there are any anticipated issues or concerns in the coordination and facilitating of the orientation program.11. Process license verification renewals.a. Review incoming license verification in the Licensure database.b. Enter new expiration date in Meditech, and indicate update in License database.c. Follow up with managers on expired license notices.d. Generate mailing labels and send license expiration notices out monthly.12. Conduct regular performance improvement audits of employee files for compliance with internal HR procedures and external regulatory agenciesa. Pull employee files and reviews contents for designated appropriate information and compliance.b. Log missing information in PI Audit spreadsheet.c. Follow up with appropriate liaison to determine who will gather the missing logged PI Audit information in a timely manner. This may include missing signatures, missing documentation, etcd. Photocopy paperwork as necessary.e. File HR paperwork in employee folder .13. Prepare and facilitate the Annual Colleague Service Award Dinner.a. Run and edit list of recipients.b. Proof , order and assemble invitations.c. Run address labels and mail out invitations.d. Participate and provide feedback on walk through at event location.e. Track all RSVP's via Excel spreadsheet for recipients and leadershipf. Create, design and order the Service Awards Program booklet.g. Order flowers and or corsages and prepare all related PO's for processing .h. Order , prepare and assemble name tags.i. Notify PR of event for announcement in all communicationsj. Greet and welcome guests at check out station.14. Coordinates the HR Educational Training sessionsa. Prepare paperwork necessary to support program.b. Create and distribute HR Calendar for leadershipc. Coordinate the feedback on program content and instructor.d. Provide list to Education & Training for entry into database.Essential Functions (Cont.)I. Technology and Learninga. Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.b. Embraces technological advances that allow us to communicate information effectively and efficiently based on role.Non Essential FunctionsNon-essential functions are those tasks, duties and responsibilities that are not critical to the performance of the job. Following are non-essential functions of the job, along with the corresponding performance standards.1. Other duties as required.Computer literacy and adaptability required. Must have word processing experience; Microsoft Word, Excel required and Powerpoint and Access preferred. Experience with HRIS (Human Resource Information System) and ATS (Applicant Tracking System) softwares preferred. Excellent organizational , interpersonal and judgement skills required coupled with flexibility in assignments and multi tasking. Demonstrated ability to deal with highly confidential information with discretion. Must enjoy teamwork and provide excellent customer service. Strong public speaking and communication (verbal and written) skills required.Monday- Friday 8-4:30. Potential for part time if desired by candidate.Responsibilities if Required:Education if Required:License/Registration/Certification Requirements:
