Recruitment Administrator

Job purpose

Working closely with the Recruitment Manager as a key member of our small HR team to assist in the delivery of recruitment across the Firm for all job roles in all geographical locations. Primary responsibilities include advertising vacancies, shortlisting candidates and arranging assessments and interviews for new and replacement positions, in addition to supporting the Recruitment Manager with Vacation Scheme and Trainee Solicitor recruitment.

Some travel to the London office will be required, as well as attendance at regional Careers Fairs as part of the Firm’s recruitment strategy.

The team

This role sits within the Human Resources department, led by the Head of Human Resources. The team is a small, close-knit group that works collaboratively to deliver a high-quality, people-focused services across the Firm. We are hardworking, approachable, and well respected by our colleagues, building strong relationships based on trust and professionalism. Alongside our commitment to excellence, we have a positive and supportive team culture and a friendly and collaborative working environment. 

Duties and responsibilities

This is not an exhaustive list and from time to time, it may be necessary to vary these to meet the department and business needs.

General Recruitment

• Monitor the Firm’s recruitment inboxes for applications, responding to enquiries, screening candidates, and shortlisting where appropriate;
• Assist with developing the HR systems for recruitment, ensuring that applications are accurately recorded and have not been presented previously, logging the progress of applications accurately and in a timely fashion;
• Help to maintain and update the Firm’s live vacancies page of the website and LinkedIn page in collaboration with the Marketing & Business Development department;
• Ensure vacancies are shared and published internally, dealing with internal applications and liaising with the HR team where appropriate;
• Join the HR team on briefing calls for new positions as appropriate and assist with drafting job specifications where appropriate;
• Work with the Recruitment Manager to encourage employee referrals across the Firm, logging and tracking any referral bonuses due;
• Maintain regular communication with the HR team and regional offices, providing updates on recruitment progress for roles within their respective client groups and locations
• Assist the Recruitment Manager in upholding relationships with external recruitment agencies, ensuring that they are appropriately briefing candidates and providing them with the required data privacy notice and candidate diversity monitoring questionnaire;
• Assist the Recruitment Manager in maintaining the preferred list of agencies with a note of key contact and terms agreed;
• Place roles on relevant job boards, ensuring postings are up to date and removed once filled;
• Assist the Recruitment Manager with sharing vacancies with agencies, providing information about the Firm, team, and role at hand. Deal with any queries, collate CVs, and create an initial shortlist to share with the hiring manager. Flag any RTW/visa considerations with the Recruitment Manager and HR Rep in a timely manner as required;
• Collect and provide quality feedback to agencies/candidates where they have not been successful;
• Coordinate assessments and tests for candidates, sending these on to the hiring manager for scoring as appropriate;
• Arrange interviews for candidates, liaising with the Secretaries for availability where needed, manage Teams invites and book on-site meeting rooms;
• Archive and delete recruitment data and related documents in line with the Firm’s GDPR and Data Retention Policy;
• Coordinate the payments of invoices and ensure they are recorded on the HR system;
• Coordinate refunds on recruitment fees where individuals leave within the agreed agency rebate period;
• Frequently review candidate diversity statistics and consider these alongside the bi-annual staff diversity statistics alongside the Recruitment Manager;
• Assist the Recruitment Manager with the Firm’s careers fair programme, attending fairs and assisting with the preparation as required.

Trainee Recruitment/Vacation Scheme

In collaboration with the Recruitment Manager:

• Research new opportunities and assist in advertising and promoting the Firm’s Training Contract and Vacation Scheme, including creating job postings and attending Careers Fairs/other virtual and in-person events;
• In collaboration with the Marking & Business Development department, assist the Recruitment Manager in producing an annual recruitment strategy including social media posts, internal and external articles, and ensuring vacancy listings are reviewed regularly and kept up to date;
• Review and update the application form questions, thoroughly testing the online process prior to the application period opening;
• Deal with general queries about the Training Contract and Vacation Scheme and liaise with candidates via the online portal and general enquiries inbox;
• Assist with the first stage of shortlisting candidates alongside the wider HR team;
• Liaise with the external third-party provider to deliver online tests to candidates, reviewing results and patterns with the Recruitment Manager;
• Support the Recruitment Manager in developing candidate assessments, researching different ideas and working with individuals in the business to create practical exercises;
• Assist the Recruitment Manager with scheduling assessment centres and final interviews, including room bookings, equipment and volunteers. Create candidate and interviewer packs. Provide onsite support on the day and assist in reviewing/marking exercises, collating feedback and updating candidate records;
• Maintain a master list of candidates including scores and status updates, joining feedback, and mop-up calls alongside the Recruitment Manager, keeping accurate and detailed notes;
• Draft quality feedback responses for candidates who are unsuccessful in the process.

New Joiner Onboarding

• Supported by the HR Advisor, take ownership of the onboarding process of new joiners, carrying out references, DBS and Right to Work Checks. Identify and resolve any discrepancies that arise during these checks, investigating and liaising with relevant parties to ensure compliance and timely onboarding

Person specification

Essential

• 2.1 or above degree or equivalent;
• Competent in all MS Office applications;
• Excellent administration and organisational skills, as well as attention to detail;
• Excellent communication skills and confident with dealing with stakeholders at all levels;
• Must have an approachable and engaging manner both in person and on the telephone;
• Excellent time management skills, ability to multi-task, able to work under pressure;
• Ability to ‘sell’ and build relationships with individuals and partner organisations quickly;
• Self-motivated, self-starter with an enthusiastic ‘can-do’ attitude;
• Confident in working independently and in escalating matters as needed;
• Creative mindset, with a keen eye for opportunities for improvement.

Desirable

• Prior experience in a recruitment/resourcing role focused on hiring legal or professional services candidates is advantageous, but not required;
• Experience dealing with graduate schemes and/or assessment centres;
• Experience in employer market proposition or employer branding.