Position Summary

The Recruitment Administrator is responsible for supporting the end-to-end recruitment process through effective administration, coordination, systems management, documentation control, compliance management, reporting, and recruitment operations support. This role ensures recruitment activities are executed efficiently, accurately, and in accordance with established recruitment processes and standards.

Working closely with Recruitment Consultants, Hiring Managers, and candidates, the Recruitment Administrator provides operational support that enables successful hiring outcomes while maintaining high levels of data integrity, compliance, and candidate experience.

Key Responsibilities

Recruitment Administration & Vacancy Management

• Create and maintain vacancy records within the Applicant Tracking System (ATS).
• Configure recruitment workflows, requisitions, templates, and system records.
• Prepare, update, and maintain job descriptions and recruitment documentation.
• Establish and maintain recruitment trackers, databases, and reporting tools.
• Ensure vacancy information remains accurate and up to date throughout the recruitment lifecycle.

Job Advertising & Recruitment Marketing

• Create, publish, monitor, refresh, and close job advertisements across recruitment platforms and job boards.
• Manage advertisement postings across multiple sourcing channels.
• Monitor advertising performance and application flow.
• Maintain recruitment marketing records and campaign documentation.

Candidate Coordination & Administration

• Coordinate candidate communications throughout the recruitment process.
• Manage interview scheduling, confirmations, reminders, and rescheduling.
• Coordinate meetings between candidates, recruiters, and hiring managers.
• Respond to candidate enquiries and provide recruitment process updates.
• Ensure a professional and positive candidate experience throughout all administrative touchpoints.

Documentation & Records Management

• Maintain complete and accurate candidate files and recruitment records.
• Store and manage CVs, portfolios, interview recordings, assessment outcomes, references, candidate submissions, and supporting documentation.
• Ensure recruitment documentation is properly filed, archived, and accessible.
• Maintain document control standards and version management processes.

Offer & Employment Administration

• Prepare offer documentation and employment-related correspondence.
• Coordinate offer approval workflows and document sign-off processes.
• Generate, distribute, and track employment contracts and associated documentation.
• Monitor completion of employment paperwork and maintain employment records.
• Ensure all recruitment and employment documentation is securely maintained.

Compliance & Pre-Employment Coordination

• Manage reference checks and pre-employment screening processes.
• Coordinate collection and verification of compliance documentation.
• Track completion of background checks, right-to-work documentation, certifications, licenses, and other pre-employment requirements.
• Ensure recruitment activities comply with internal policies, legal requirements, and recruitment standards.
• Maintain audit-ready recruitment records.

Onboarding Coordination

• Coordinate onboarding documentation and commencement requirements.
• Track completion of onboarding activities and compliance obligations.
• Update recruitment systems and employee records following placement.
• Support smooth candidate transitions from offer acceptance through commencement.

Recruitment Systems & ATS Administration

• Maintain ATS, CRM, recruitment platforms, shared drives, templates, workflows, and permissions.
• Ensure recruitment systems remain accurate, organized, and up to date.
• Monitor data quality and system integrity.
• Support continuous improvement of recruitment processes and systems.
• Provide administrative support for recruitment technology platforms.

Recruitment Data, Reporting & Analytics

• Maintain recruitment trackers, candidate databases, and reporting records.
• Produce recruitment activity reports, KPI dashboards, hiring metrics, and compliance reports.
• Monitor recruitment pipeline data and system accuracy.
• Support reporting requirements for leadership and stakeholders.
• Ensure recruitment data is accurate, reliable, and audit-ready.

Process Governance & Continuous Improvement

• Maintain compliance with recruitment policies, procedures, and standard operating processes.
• Support recruitment audits and quality assurance activities.
• Identify opportunities to improve recruitment administration processes and efficiencies.
• Contribute to process documentation, workflow improvements, and operational best practices.

Key Relationships

Internal

• Recruitment Consultants
• Hiring Managers
• HR Team
• Business Leaders
• Operations and Administration Teams

External

• Candidates
• Recruitment Technology Providers
• Background Screening Providers
• Job Boards and Advertising Partners

Requirements

Skills & Experience

Essential

• Previous experience in recruitment administration, talent acquisition coordination, HR administration, or recruitment operations.
• Experience using Applicant Tracking Systems (ATS) and recruitment platforms.
• Strong organisational and administrative skills.
• Excellent attention to detail and data accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office and cloud-based systems.
• Experience maintaining confidential records and documentation.

Desirable

• Experience within agency recruitment, RPO, or internal talent acquisition environments.
• Knowledge of recruitment compliance and employment documentation processes.
• Experience producing recruitment reports and analytics.
• Exposure to CRM systems and recruitment technology platforms.

Key Competencies

• Organisation and Planning
• Attention to Detail
• Time Management
• Communication Skills
• Customer Service Orientation
• Systems and Technology Proficiency
• Documentation Management
• Compliance Awareness
• Problem Solving
• Process Improvement
• Stakeholder Coordination

Performance Measures

• ATS and recruitment data accuracy.
• Timely vacancy and requisition administration.
• Interview scheduling efficiency.
• Recruitment documentation compliance.
• Offer and contract administration turnaround times.
• Reporting accuracy and timeliness.
• Audit and compliance outcomes.
• Candidate and stakeholder satisfaction.
• Recruitment process adherence.
• Recruitment workflow completion rates.

Primary Purpose of the Role

To ensure the efficient administration, coordination, governance, and operational support of the recruitment function by managing systems, documentation, compliance, reporting, and recruitment processes that enable Recruitment Consultants to focus on sourcing, assessment, stakeholder management, and successful placement outcomes.