Recruitment Assistant

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Job description

Job Description Summary
Currently recruiting for an experienced Assistant to support our fast-paced, high volume full cycle recruitment process. Under the direction of the Talent Recruitment and Workforce Development Manager supports, provides recruitment administrative and clerical support to Recruiters and hiring managers as well as the rest of the HR Operations team as needed.

Job Description

1. Coordination of Interview Process: Work with recruitment team to provide excellent customer service to employment candidates.

a. Coordinate interview process with Recruiter and hiring manager by scheduling interviews.

b. Contact applicants and schedules appointments in a timely manner as instructed by Recruiter and or hiring manager.

c. Answer general questions asked by candidate by phone/ or in person when coordinating initial interview.

d. Notify Recruiters 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 Recruiters 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, Employee Health 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 Recruiter of any missing documents and follow-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 Recruiter or Manager as to why task cannot be completed in timely manner.

3. 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 Workday and/or other databases as needed.

4. 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.

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 Recruiters to answer questions as necessary.

5. Process CORI forms.

a. Upload and send CORI forms to vendor.

b. Track CORI results for new hires.

c. Forward flagged CORI results to Employee Relations for review and adjudication.

6. Coordinate and present 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. Submit catering order for orientation. Ensure that food is ordered in a timely manner and appropriately for number of attendees.

e. Confirm presenters 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 Operations Director and or Talent and Recruitment Manager in a timely manner if there are any anticipated issues or concerns in the coordination and facilitating of the orientation program.

7. Advise employees and managers on HR policies and procedures and provides appropriate interpretations of policies. Refers escalating requests for exceptions to policies to Recruiters or Talent and Recruitment 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 large

b. 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.

10. Conduct regular performance improvement audits of employee files for compliance with internal HR procedures and external regulatory agencies

a. 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, etc.

d. Photocopy paperwork as necessary.

e. File HR paperwork in employee folder.

11. Assist in planning and facilitating the Annual Colleague Service Award Dinner.

12. Coordinates the HR Educational Training sessions

13. Other duties as required

Qualifications:

Prior Human Resources experience in a support role preferred.

MSOffice Suite proficiency

Experience with HRIS and/or Applicant Tracking System(s) and sourcing tools, preferably Workday strongly preferred.
Experience with social media, career boards, and other on-line resources to attract and interact with applicants.

Self-motivated, team player with excellentpeople skills.
Strong verbal and written communication skills.
Customer service orientation with exceptional abilities in building internal and external relationships.
Time management skills.

Excellent organizational, interpersonal and judgement skills required. Demonstrated ability to deal with highly confidential information with discretion.

Strong public speaking and communication (verbal and written) skills required.

Candidate flexible to work hybrid model ofwork from home as well as onsite rotation, primarily at South Shore Hospital, but could include time at any of our other South Shore Health locations including (but notlimited to) SouthShore VNA & Hospice, SouthShore Medical Center andotherclinics/practices on the South Shore.