Full time - £30-£36k
Role purpose
Provide high-quality operational and administrative support to the internal recruitment team, increasing overall capacity and efficiency. This role is not a standalone recruiter; it enables recruiters and hiring managers by organising workflow, managing coordination tasks, and ensuring candidates and interviewers have a smooth, timely experience.
Key responsibilities
Recruitment administration: Create and maintain requisition records, candidate files, and trackers; ensure data quality across systems and spreadsheets.
Workflow organisation: Keep the team’s recruitment pipeline organised (statuses, priorities, hand-offs, and follow-ups); proactively flag overdue actions, or missing information.
Interview logistics: Schedule interviews across calendars; coordinate interview panels, rooms/virtual links, and any assessments; send confirmations and reminders; ensure interview packs and attendee details are accurate.
Candidate communication: Act as a point of contact for scheduling and process queries; provide clear instructions and timely updates; maintain a professional and consistent candidate experience.
Offer and pre-onboarding support: Support preparation and routing of offer documentation (as applicable); coordinate reference/background checks and handover to HR/onboarding teams.
Process and continuous improvement: Document and improve recruitment coordination processes, templates, and standard operating procedures; contribute ideas that reduce manual effort and improve turnaround times.
Reporting: Produce regular status updates and simple metrics (e.g., interview volumes, time-to-schedule,) to support team visibility and planning.
Key stakeholders
Internal recruiters and talent acquisition leadership
Hiring managers and interview panel members
HR operations / People team (offers, onboarding, compliance)
Finance or workforce planning (requisition approvals, headcount tracking) (as applicable)
Candidates and agencies/suppliers (where used)
Skills and experience
Experience in a coordination, scheduling, administration, or operations role (recruitment/HR coordination experience is beneficial but not essential).
Strong organisation and prioritisation skills; able to manage high volumes of requests with accuracy and calm under time pressure.
Clear written and verbal communication; confident engaging with candidates and senior stakeholders.
High attention to detail and strong follow-through; able to spot gaps and chase actions to closure.
Comfortable working with systems and data (e.g., ATS, calendars, spreadsheets, shared inboxes); able to learn new tools quickly.
Proactive mindset with a continuous improvement approach—looks for ways to streamline, standardise, and remove friction from processes.
Discretion and professionalism when handling confidential candidate and employee information.
Measures of success (first 3–6 months)
Interview scheduling turnaround time reduced and consistently meets agreed service levels.
Recruiters spend less time on admin/scheduling and more time on sourcing, assessment, and stakeholder management.
Recruitment workflow is visible and well-managed (up-to-date statuses, fewer stalled candidates, clear next steps).
Candidate experience improves (timely communications, fewer reschedules/no-shows, clear instructions).
Core templates, trackers, and operating procedures are standardised and adopted by the team.
Working style
Service-oriented and collaborative; anticipates needs and supports the team to hit deadlines.
Structured and process-driven, while remaining flexible when priorities change.
Comfortable working in a fast-paced environment with multiple roles running concurrently.
Seeks clarity early and escalates risks (e.g., scheduling constraints, missing approvals, candidate delays).
Role details
Reporting to: Recruitment Managers
Location / hybrid:
Contract:12 month FTC with view to become permanent
Key tools: Microsoft Outlook/Teams, Excel/Sheets
Salary description
£30000.00 - £36000.00 per year