Recruitment Administrator

Full-time / Fixed Term (duration 3 months)

The Recruitment Administrator will provide practical recruitment and people administration support to the Scottish Water Enterprise People Team. Working in a fast-paced, multi-partner environment, the role will help ensure that vacancies, candidate communications, interviews, recruitment records and onboarding activity are coordinated consistently and efficiently.

The postholder will act as a central coordination point for routine recruitment activity across Scottish Water Enterprise. They will support the preparation of clear job descriptions, manage the shared recruitment mailbox and maintain accurate information so that hiring managers, candidates and partner recruitment contacts receive a timely and professional service.

Responsibilities

• Monitor the shared recruitment mailbox, acknowledge enquiries, direct actions to the appropriate person and follow up outstanding responses to ensure queries are dealt with in a timely manner.

• Act as a point of contact for routine recruitment queries from hiring managers, candidates and partner organisations, escalating complex or sensitive matters to the appropriate People Team colleague.

• Help draft, format and update job descriptions and role profiles using agreed Enterprise templates and information provided by hiring managers and the People Team.

• Support the preparation of vacancy information and recruitment packs for issue to Enterprise partners, ensuring that all organisations receive consistent and accurate information.

• Maintain an accurate library of approved job descriptions, recruitment templates and supporting documentation, including appropriate version control and filing on SharePoint or other agreed systems.

• Until the new ATS (Applicant Tracking System is in place), log candidate submissions, prepare CV and shortlisting packs for hiring managers and coordinate the return of feedback and selection decisions.

• Help the People Team to arrange interviews across multiple organisations, including diary coordination, panel availability, meeting invitations, candidate communications and reasonable adjustment requirements.

• Issue agreed recruitment communications and keep candidates and partner recruitment contacts updated throughout the process using approved templates.

• Maintain accurate information in the recruitment tracker, Applicant Tracking System (ATS) or other agreed records, including vacancy status, candidate stage, interview dates, outcomes and outstanding actions.

• Carry out regular data quality checks and follow up missing or overdue information with hiring managers, partner recruitment contacts, the Commercial Team and other key parties, as directed by the People, Culture & Comms Theme Lead

• Support the production of routine recruitment updates and reports, including live vacancy information, progress against deadlines and outstanding actions.

• Work closely with the Senior Administrator (who reports to the Mobilisation Lead) to support onboarding administration for new joiners, including joining instructions, starter information and coordination with relevant Enterprise and partner contacts.

• Provide general administrative support to the People Team, including meeting coordination, document preparation, action notes and follow-up reminders.

• Handle candidate and recruitment information confidentially and in accordance with relevant data protection requirements and Enterprise procedures.

Qualifications

• Experience in recruitment administration, HR administration or a busy coordination role.

• Strong organisational skills with the ability to manage multiple vacancies, tasks, deadlines and priorities.

• Clear and professional written and verbal communication skills, with strong attention to detail when preparing documents and correspondence.

• Confident using Microsoft 365 tools, including Outlook, Teams, Word, Excel and SharePoint.

• Experience managing a shared mailbox, scheduling meetings or interviews and maintaining accurate records or trackers.

• Ability to build effective working relationships and provide a responsive service across different teams and organisations.

• Good judgement when handling confidential and sensitive personal information.

• A proactive approach, including the confidence to follow up actions, identify gaps and escalate issues appropriately.

Desirable

• Experience supporting recruitment through an applicant tracking system (ATS).

• Experience drafting or formatting job descriptions and vacancy adverts.

• Awareness of UK data protection requirements