Position Summary:
Responsible in effectively carrying out of all the logistical and administrative requirements for onboarding of new joiners for RCG GBS employees, from pre- hire up to their Day 1, with the over-all aim of ensuring positive new hire employee experience.
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The role requires a highly organized and detail-oriented individual who can manage multiple tasks in an efficient way. Incumbent will provide support to the shoreside onboarding team), with the objective of efficiently and successfully coordinating various internal onboarding administrative activities. The Onboarding Associate shall manage all required pre-boarding & on-boarding responsibilities, to include managing background & pre-employment medical exams, completion of all legally required paperwork for new starters, payroll & benefit information etc.; and assist in the successful pre-boarding experience and Day 1 orientation program of the new joiners.
The successful candidate will have strengths in organization and coordination skills, coordination of onboarding sessions and meetings, often working with complex time zone, organizing arrangements and the ability to accommodate changing priorities. This person must have a strong understanding of all aspects of administration, be able to multi-task, work under pressure and can communicate with all levels, internally & externally.
Essential Duties and Responsibilities:
- Receives list of identified new hires as endorsed by Recruitment team upon acceptance and signing of job offer.
- Updates New Hire Tracker to reflect correct and accurate list of new hires and details (start date per target class, new hire details – name, contact details, etc.)
- In charge in the facilitation of pre-boarding orientation / requirements of all new joiners
- Prepares and sends Welcome E-mail, Pre-boarding package / complete list of pre-employment requirements to all new hires thru the HR onboarding mailbox
- Registers new hire to Pre-Employment Medical (PEME) Activation thru the accredited HMO provider for issuance of Letter of Authorization (LOA)
- Prepares and sends approved Letter of Authorization (LOA) for Pre-Employment Medical Exam (PEME) of new hires together with guidelines on PEME process under accredited health facility / clinic.
- Prepares endorsement to partner Bank for payroll account opening of new hires, submits endorsement to partner bank branch manager for their acknowledgement, and sends the endorsement letter to new hire for facilitation.
- Collects all pre-hiring requirements of new hired employees (Mandatory Gov’t Number ID or supporting documents; BPI Payroll Account Number; Application forms for employee records and employee benefits enrollment – Employee Record Forms, HMO and Insurance forms; Personal Document – Birth Certificate, Marriage Certificate Valid ID, Passport; Eligibility Certificates – Diploma and Transcript of Records, Certificate of Employment, Professional Licenses (if applicable); Criminal Check Certificate – i.e. NBI Clearance, BIR Documents; among others) and updates tracked for the status in completion of pre-employment requirements
- Ensures monitoring and chases candidates for completion of their pre-employment requirements based on their target joining / start date, updates tracker for the status and reports to HR Coordinator (Onboarding) and delay and discrepancy.
- Primary responsible in manning the HR Onboarding Mailbox and providing timely information and response to all new hire inquiries and concerns routed thru the mailbox.
- Responsible in notifying HR Coordinator (Onboarding), Recruiter and HRBP for any withdrawn or retracted new joiners and updating this in the tracker.
- Endorsement of complete pre-employment requirements to HR Specialist for benefits and payroll update; to Benefits Specialist for facilitation HMO enrollment, to Facilities team for preparation of Employee ID and badge of the new joiner on their Day 1
- Manages chasing new hires for completion of their MyHR Onboarding task to complete hiring in the system (MyHR)
- Submits SRM Details to Hiring Manager and HRBP for submission of standard network access and work tools requirements (SRM Onboarding) via Service Now (SNOW), monitors SRM Onboarding Ticket details – update in the tracker, and relay to HR Coordinator (Onboarding) and HRBP for any delay, glitch, or issues.
- Coordinates with IT Operations Support team for the completion of work tools, and complete deployment on employee’s Day 1
- Preparation of New Hire Kits and coordination with Facilities team for availability and issuance of company ID and badge
- In-charge in preparation and logistics for conduct of the New Hire Onboarding Orientation i.e., Room reservation, audiovisual and Soundsystem tech requirements, orientation materials – name tags, worksheets, etc., games and prizes logistics; food, facilitators schedule, etc.
- In-charge in the collection and validation of pre-employment requirement submission (printed copy) on employees Day 1 and assists new hires in signing in ink pertinent and important new hire documents.
- Preparation of records for 201 file of new hire employee (documents collected) and timely endorsement to HR Specialist
- Reports attendance of all new hires – confirmed present, and No Show – if any, to HR Specialist and HR Coordinator (Onboarding) then updates the tracker.
- Supports HR Coordinator (onboarding) in documentation and collation of feedback on the effectivity of the pre-boarding and onboarding experience (survey), collects data – encodes readily available for reports generation.
- Supports HR Coordinator (Onboarding) for data collection, tracker updating, and any other report generation requirements.
- Meet all associated global SLA requirements.
- Produce status onboarding reports and data on a weekly basis.
- Performs other duties as required. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform other job-related duties assigned by their supervisor or management
Financial Responsibilities
Ensure compliance with the allocated budget related to New Hire Onboarding (i.e. office supplies, new hire kits, etc.
Qualifications:
- Bachelor’s degree in any field, preferably related in administration and/or human resource.
- 1 to 2 years of experience in HR, administrative and facilities functions
- Excellent English communication skills (Written and Oral).
- Computer literate (MS Word, PowerPoint, and Excel)
Knowledge and Skills:
- Ability to work in a fast-paced environment that demonstrates a sense of urgency.
- Excellent customer service and organizational skills required.
- Knowledge of basic human resources practices.
- Ability to work and maintain a high level of confidentiality.
- Persuasive verbal and written communication skills to include strong presentation abilities.
- Proficient in MS Office Suite.
Physical Demands:
- The physical demands described here are representative of those requirements employees must meet to perform the essential functions of this job with or without reasonable accommodations. While performing job functions the employee is regularly required to sit, stand, write, review and type reports, compile data, operate a pc, communicate, listen, and assess information. The employee may move about the office complex, may travel to other office locations and may lift, push, pull or move 10 & 15 pounds. Visual requirements include distant, close and color vision, and ability to adjust focus.
Work Environment:
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. The environment includes work inside/outside the office.
