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Recruitment Administrator Job Description
Job Summary-Recruitment Administrator Job Description
The post holder will provide a range of administrative support to the Recruitment Team. The post holder will need to operate independently and autonomously in managing a range of responsibilities, including those where the post holder does not act as lead administrator.
They will support the Recruitment Coordinators in the booking of facilities, catering to support recruitment rounds, website and telephone queries, organisation of external and internal meetings and various adhoc details.
Main responsibilities-Recruitment Administrator Job Description
1. To provide a comprehensive efficient and effective secretarial/administrative service to support the work of the recruitment team. Co-ordinate and actively participate in meetings, conferences, recruitment evenings, including minute taking at Project Groups.
2. Provide comprehensive support to several recruitment rounds per annum. Involves full recruitment cycle from advertisement to job allocation, with particular emphasis on providing accurate documentation and data and actively participating in advertisement, shortlisting and interview procedures.
3. As the first point of contact you will directly respond to confidential and sensitive telephone calls, some of which may involve occasional exposure to emotional and distressing circumstances which may increase in frequency during trainee recruitment episodes
4. To exercise diplomacy and tact in negotiations with trainees, organisations and other external stakeholders whilst working within policies, procedures and upholding legal requirements
5. Accessing and establishing where required computerised databases. Extraction, analysis and interpretation of complex information from multiple sources in response to information requests from stakeholders.
6. Administer a database for tracking expenses, both internally for employees and externally for Schools and trainees. Necessity to validate all claims which will require some investigations into most cost effective travel, and communicate the outcomes to claimants.
7. You will be required to use initiative in prioritising your workload, supporting the management team and meeting deadlines balancing multiple demands. You will need to have good organisational skills.
8. Administrative duties including diary management, word processing, general day-to-day creation and management of spreadsheets and databases, photocopying, faxing, opening post, the safe disposal of confidential waste and general office duties as required.
9. Handle and respond to telephone and written enquiries, including the provision of general advice and guidance.
10. Create, maintain and archive files in accordance with departmental filing protocol.
11. Maintain and contribute to the management of manual and electronic filing systems (e.g. brought forward systems and work pending files).
12. Maintain department managers, own and departmental diaries and ensuring shared calendars are up to date at all times.
13. Routine forward planning and co-ordination of room bookings and catering arrangements for recruitment rounds and meetings which extend to 100+ participants on a quarterly or more frequent basis. This is also likely to be subject to changes where other aspects determine adjustments.
14. To exercise tact and diplomacy in negotiations with trainees, Organisations and other external stakeholders. This is likely to involve the analysis of a range of options or possible solutions following appropriate judgements being made of situations, facts or data presented.
15. Administer preparations for national and local meetings / conferences when necessary.
16. Maintain and assist with the preparation of up-to-date website guidance in relation to the team’s responsibilities
17. Develop and maintain good working relationships with all members of the Workforce Team and other internal and external parties coming into contact with the department.
Additional Support
• Attendance at recruitment events, which will usually involve a frequent requirement for sitting or standing in a restricted position for recruitment episodes which may run for a number of days at a time, eg. to facilitate trainee document checking, testing and so forth.
• Requirement to lift and handle recruitment documentation, including interview files etc. manual handling training will be provided.
Knowledge, Skills and Abilities-Recruitment Administrator Job Description
Knowledge
• Ability to co-ordinate and actively participate in meetings, conferences, seminars and other events, and to take minutes
• Ability to assist with the maintenance and development of the Team’s website
• Ability to prioritise and manage a busy workload and meet deadlines
• Ability to manage departmental managers, own and departmental diaries
• Ability to book meeting venues and arrange catering
• Ability to communicate effectively and sensitively with a diverse range of people in difficult circumstances
• Ability to communicate sensitively with trainees and stakeholders using influencing and negotiating skills
• Numerate with ability to undertake data analysis from multiple sources
• A sound knowledge of Microsoft Office i.e. Word, Excel, Outlook and Access
• Experience of working effectively as part of a diverse team
EXPERIENCE
• Experience of data entry and retrieval of information
• Experience of working in an office environment i.e. handling post, copying, faxing and filing
• Maintaining and contributing to the development of complex administrative processes and systems
• Development and maintenance of written procedures
• Experience of dealing with detailed telephone queries
• Experience of data entry and retrieval of information
• Experience of working in an office environment i.e. handling post, copying, faxing and filing
• Maintaining and contributing to the development of complex administrative processes and systems
PERSONAL QUALITIES / OTHER
• Exercise tact and discretion
• Awareness of confidentiality
• Good attention to detail
• Creative and flexible approach to work
• Confident and sensitive telephone manner
• Effective team player
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