Recruitment Administrator

JOB PURPOSE
The Recruitment Administrator will provide essential administrative support for the recruitment and placement of candidates across various programmes, including graduate, internship, and youth employment initiatives. The role involves managing key recruitment processes, such as advertising vacancies, shortlisting candidates, conducting interviews, and ensuring the efficient onboarding of candidates. The Recruitment Administrator will collaborate closely with other teams to ensure the smooth implementation of recruitment strategies and the successful placement of candidates in line with client needs and organisational goals.

QUALIFICATIONS & EXPERIENCE

• Matric (Grade 12)
• Diploma in Office Management, Business Administration, Human Resources, or a related field
• Computer literacy (MS Office, Gmail, CRM and ATS systems)
• 1-2 years’ experience in office management or office administration role
• 1-2 years’ experience in Computer Literacy (MS Office, Google Mail, CRM, ATS)
• 1-2 years’ experience in YES or learning division (i.e SETA,etc.) administration will be advantageous
• Familiarity with office management procedures
• Excellent communication and interpersonal skills
• Excellent organizational and leadership skills
• Report writing

DUTIES & RESPONSIBILITIES

• Familiarize oneself with relevant recruitment documents (e.g., client agreements, job descriptions, company profiles, and project plans) and ensure recruitment processes align with these materials.
• Advertise job vacancies, including replacements for resigned candidates, on approved job boards and the ATS system, ensuring alignment with project timelines and client needs.
• Screen and review CVs received, shortlisting candidates according to job specifications and in consultation with the Recruitment Officer to ensure optimal matches.
• Provide short-listed CVs that meet job requirements to the Recruitment Officer and client for further review and consideration.
• In collaboration with the Recruitment Officer, schedule interviews and prepare interview-related documentation (e.g., interview packs, schedules) and ensure timely distribution to the interview panel.
• Ensure interview schedules are distributed to clients or host partners at least three days in advance of the interview date.
• Assist in conducting reference and background checks to ensure that all candidates meet eligibility criteria before proceeding with contracting and onboarding.
• Manage post-interview communication, providing candidates with interview outcomes and distributing relevant documentation (e.g., offer letters, regret letters) through the ATS system.
• Assist with the preparation of offer letters and employment contracts for candidates, ensuring timely distribution and collection of signed contracts.
• Coordinate with the Recruitment Officer and Workplace Coordinator to communicate orientation schedules to candidates and internal teams.
• Collaborate with other departments and stakeholders to attract diverse talent by exploring new recruitment channels and approaches.
• Represent the organization professionally in all candidate engagements, maintaining clear and consistent communication throughout the recruitment process.
• Attend recruitment events, including career fairs, to engage with potential candidates and capture candidate information for follow-up.
• Ensure that candidate and client data is accurately transferred and maintained in the ATS system and Drive, following established criteria and quality standards.
• Adhere to the Recruitment Standard Operating Procedures (SOP) for all recruitment processes and documentation.
• Collect, verify, and compile candidate onboarding documents for payroll and compliance purposes.
• Provide effective administrative support across recruitment functions, assisting with general office tasks as needed.
• Respond promptly to candidate queries and escalate complex or sensitive issues to the Recruitment Officer.
• Ensure tasks are completed on time and in accordance with deadlines to meet recruitment goals and expectations.
• Work collaboratively with other teams, such as HR, Finance, and Operations, to ensure smooth integration of recruitment efforts and candidate onboarding.
• Contribute to team efforts and actively participate in team meetings, sharing insights and providing support as needed.
• Assist with the generation of regular recruitment reports and provide administrative support for ongoing recruitment projects.

COMPETENCIES & SKILLS

• Clear communication (oral and written)
• Has a positive approach and demonstrates professional standard when carrying out work
• Ability to work on own initiative
• Computer Literacy (MS Office, Google Mail, ATS System)
• High level of accuracy in data capturing
• Effective filing experience
• Attention to detail
• Teamwork and collaboration skills
• Must be orderly, adaptable, professional, courteous and motivated and must work well on their own or as a member of a team.
• Possess strong typing skills and be well versed in other areas of office
• Highly organized and flexible
• Ability to multitask and meet changing deadlines
• Must be self-directed and able to complete projects with limited supervision
• Maintains staff confidentiality
• Working knowledge of email, scheduling, spreadsheets and presentation software
• Deadline driven
• Time management
• Ability to perform under pressure