Recruitment Administrator (JHB) at Genesis Analytics

ROLE DESCRIPTION:

Genesis Analytics is looking for a proficient Recruitment Administrator to join the Recruitment team. This role is to provide administrative support to mainly the Recruitment Team, but also the Human Resources team at the firm. Genesis works on a hybrid model such that team members based in hub cities will be able to work from home and in the office, with a minimum number of two days per week expected in the office.

Requirements

KEY REQUIREMENTS & ROLE RESPONSIBILITIES:

Administrative Support:

• Ensure that documents are filed electronically in the right folders.
  • Creating interview packs
  • Creating candidate packs
  • Create vacancy folders on the drive.
• Saving of JD's, case studies and all communications received from Line Manager (LM) in the vacancy folder plus sub folders i.e., case studies and Job descriptions on the drive
• Assist with folder audit, clean-up, and any missing documents.
• Assist with a backlog of administrative work.
• Obtaining relevant documentation from candidates and immediately save to the relevant folders i.e., candidate folder
• Sending relevant documentation to various practice areas internally
• Managing recruitment email & re-directing candidates to applicant tracking system.
• Manage inquiries received.
• Tailoring and sending out of interview feedback forms; collecting interview feedback from panels in a timeous manner; consolidating them into single excel template; sending reminders of outstanding forms (within 24 hours after interview), save in candidate folder and vacancy folder on the shared drive
• Send pre-screening forms to candidates (within 24hrs), save in candidate folder and candidate record in the ATS
• Send out case studies to candidates.
• Send completed case studies to LMs for marking, LM provide markings/ score matrix’s, save in candidate folder and attach in the candidate record in the ATS
• Assist with conducting background checks on MIE and save background checks results in the candidate folder
• Assist in the administration of the end-to-end recruitment process as it relates to back-end functions.
• Requesting, collecting, and collating all practice rolling recruitment plans on a quarterly basis plus updated practice organograms
• Loading recruitment POs on Intacct
• Collating referrals mailer list of open vacancy in logical order on a monthly basis
• Loading documents onto Resources site as directed
• Any ad hoc admin support as and when required.

Meeting Support

• Diary management, scheduling and confirming of appointments / interviews & sending out electronic invitations plus follow-up on calendar invites not accepted by candidates and internal staff
• Booking regular practice 1-2-1 meetings
• Collate team meeting agendas.
• Assist with note taking during meetings, when needed.
• Follow up on actions agreed in team and management meetings.
• Assist with booking meeting rooms prior to a meeting.

Applicant Tracking System (ATS):

• Visiting the ATS dashboards (all active/live jobs) of all Africa rec consultants and doing 1st line screening.
• Ensuring that administrative task in the ATS as that it relates to the recruitment tracking process are up to date (status changes)
• Follow up with and remind Line Managers to take their actions / do their status updates in the ATS on a daily basis
• Load pre-screening forms, interview notes, case studies etc on the ATS and alert LMs to view them (within 24hrs)

Any other recruitment admin duties as and when assigned

SKILLS & BEHAVIOURS:

• Deadline driven and punctual.
• Flexibility and willingness to go the extra mile when needed.
• Ability to prioritize, organize and coordinate and multitask.
• High level of attention to detail and accuracy
• Patient and customer-centric
• Excellent administrative and multitasking skills

MINIMUM REQUIREMENTS:

• A minimum of 4 years working experience in a similar administrative role, supporting at least 2 or more seniors
• IT literate and proficient in the use of Microsoft Office and Google Suite (advantageous)
• High level of discretion and confidentiality.
• Self-motivated and driven to succeed with a proactive work approach.
• Able to work independently using initiative.