Recruitment Administrator
Purpose
The Recruitment Administrator provides high-quality recruitment administration support to recruitment teams across labour hire, temporary, contract, and permanent recruitment activities.
The role focuses on producing professional candidate submissions, maintaining recruitment systems and records, supporting onboarding administration, and completing operational tasks that reduce recruiter workload and improve speed-to-submit, speed-to-fill, and overall recruitment outcomes.
The role requires strong attention to detail, excellent written communication skills, and the ability to leverage AI and recruitment technologies to improve efficiency while maintaining quality, compliance, and accuracy.
Key Duties & Accountabilities
Candidate Submission Preparation
- Reformat candidate resumes into professional, client-ready documents using approved templates, branding guidelines, and AI-assisted tools where appropriate.
- Review candidate resumes, application information, screening notes, and interview feedback to identify key experience, transferable skills, qualifications, technical capabilities, industry exposure, and role suitability.
- Draft concise and compelling candidate profiles and submission summaries that effectively highlight candidate strengths and alignment to role requirements.
- Ensure all submission documents are accurate, professionally written, consistently formatted, and free from spelling, grammatical, or factual errors.
- Prepare candidate submissions for recruiter review within agreed service levels and turnaround times.
- Prioritise urgent, business-critical, and high-value submissions to support recruiter responsiveness and client deadlines.
Recruitment Administration Support
- Maintain accurate candidate and job records across ATS, CRM, and recruitment management systems.
- Assist with job posting administration, advert management, document preparation, and recruitment workflow coordination.
- Coordinate interview administration, including scheduling, confirmations, calendar management, and follow-up communications with candidates and stakeholders.
- Monitor shared inboxes, folders, task queues, workflows, dashboards, and administrative activities assigned to the role.
- Escalate missing information, bottlenecks, delays, or risks that may impact recruitment timelines, candidate experience, or service delivery commitments.
- Support the collection, validation, and organisation of onboarding documentation, licences, compliance checks, forms, and employment-related records.
- Recommend practical improvements that reduce manual administration and improve consistency, efficiency, and recruiter productivity.
- Track work volumes, submission deadlines, turnaround times, and task completion against agreed priorities and service levels.
- Effectively manage competing priorities in a fast-paced recruitment environment.
- Provide ad hoc administrative support, including preparing reports, presentations, correspondence, and documentation for internal and external stakeholders.
Systems Accuracy, Data Quality and Reporting
- Maintain accurate and timely records within ATS, CRM, and related systems, including candidate profiles, submissions, onboarding documentation, job-family classifications, availability, work rights, salary or rate expectations, and follow-up actions.
- Ensure data integrity and consistency across recruitment systems to support reporting, compliance, and recruiter productivity.
- Identify system, data, or workflow issues that reduce operational efficiency and recommend practical improvements to administrative processes.
- Contribute to the development and maintenance of standard operating procedures, templates, checklists, process documentation, and user guides.
- Support reporting requirements relating to recruitment activity, turnaround times, compliance status, and service delivery metrics.
Collaboration and Team Support
- Work flexibly to provide recruitment and administrative support across multiple teams and functions as required.
- Collaborate effectively with recruiters, coordinators, onboarding teams, and business stakeholders to ensure seamless recruitment delivery.
- Share ideas, learnings, and best practices that contribute to team performance and operational excellence.
- Contribute suggestions for process improvements, automation opportunities, and more effective use of recruitment technology.
Performance & Compliance
- Meet agreed key performance indicators (KPIs), productivity measures, and service level expectations in line with organisational objectives.
- Ensure all recruitment activities comply with company policies, legal obligations, privacy requirements, and operational procedures.
- Identify and escalate risks to service delivery, compliance, quality, or candidate experience in a timely manner.
- Support the development, refinement, and application of repeatable templates, prompts, workflows, and AI-enabled tools to improve productivity and consistency.
- Review and validate AI-generated outputs to ensure accuracy, relevance, formatting quality, confidentiality, and professional standards are maintained.
Communication & Influence
- Communicate clearly, professionally, and confidently across written, verbal, and digital channels.
- Produce polished candidate submission reports, candidate communications, job advertisements, correspondence, and administrative documentation.
- Support the creation, maintenance, and distribution of recruitment and employer branding collateral where required.
- Maintain awareness of privacy requirements, confidentiality obligations, brand standards, and responsible AI practices.
Diversity, Equity and Inclusion
- Champion inclusive recruitment practices and demonstrate respect for candidates from diverse backgrounds and experiences.
- Support equitable and unbiased recruitment processes through accurate administration and compliance practices.
- Demonstrate a strong understanding of the ethical and responsible use of AI in recruitment and talent acquisition.
Key Selection Criteria
Essential
- Strong document preparation skills with experience working within structured processes, templates, and quality standards.
- Excellent written and verbal English communication skills.
- High attention to detail and commitment to accuracy.
- Strong ability to interpret, summarise, and synthesise candidate information into professional documentation.
- Experience supporting recruitment operations, recruitment coordination, administration, or high-volume recruitment environments.
- Proven ability to manage multiple priorities, track tasks, and meet deadlines within a fast-paced environment.
- Demonstrated ability to self-manage workload while consistently achieving KPIs and service level expectations.
- Strong proficiency with recruitment technologies, including ATS/CRM systems, Microsoft Office applications, LinkedIn, job boards, databases, and AI-assisted productivity tools.
- Professional interpersonal skills with the ability to communicate effectively with candidates and stakeholders from diverse backgrounds.
- Experience using or willingness to adopt AI tools to improve efficiency, productivity, and quality.
Desirable
- Experience supporting the Australian recruitment market, particularly labour hire, volume recruitment, government recruitment, professional services recruitment, or workforce solutions.
- Familiarity with Australian recruitment processes, employment practices, and candidate expectations.
- Experience working within offshore recruitment delivery models, shared services environments, RPOs, or embedded talent support teams.
- Exposure to onboarding, compliance coordination, or workforce administration processes.
Qualifications
- Certificate, Diploma, or Degree in Business Administration, Human Resources, Recruitment, Communications, or a related discipline, or equivalent practical experience.
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