Talent Acquisition Administrator at Publicis Groupe

Job Purpose:

• The Talent Acquisition Administrator provides essential administrative and operational support to the Talent Acquisition team, playing a crucial role in ensuring the efficient and smooth running of recruitment processes across Publicis Groupe Africa. This role is fundamental in supporting a positive candidate and hiring manager experience by meticulously managing data, co-ordinating logistics, and contributing to the overall effectiveness of the talent acquisition function.

Responsibilities

Key Responsibilities:
Recruitment Administration & Co-ordination:

• Interview Scheduling: Efficiently coordinate and schedule interviews (virtual and in-person) between candidates, hiring managers, and interview panels, managing calendars and sending confirmations.
• Candidate Communication: Manage all routine candidate communication throughout the recruitment lifecycle, providing timely updates, responding to inquiries, and ensuring a professional and positive experience.
• Job Posting: Prepare, format, and post compelling job advertisements on various online platforms, job boards, internal career sites, and social media, ensuring brand consistency and accuracy.
• Application Management: Monitor incoming applications, ensuring they are accurately categorized and routed within the Applicant Tracking System (ATS).
• Offer Letter Support: Assist with the preparation of offer letters, employment contracts, and new hire documentation, coordinating with the HR Operations team for seamless onboarding handovers.
• Background Checks & References: Initiate and track background checks, qualification verifications, and professional reference checks as required, ensuring timely completion.

Applicant Tracking System (ATS) Management:

• Data Entry & Integrity: Maintain and update candidate records in the Applicant Tracking System (ATS) with meticulous attention to detail, ensuring data accuracy, integrity, and compliance with data privacy regulations (e.g., POPIA).
• Reporting Support: Assist in generating basic reports from the ATS on recruitment metrics such as candidate pipeline status, source of hire, and time-to-hire.
• System Optimisation: Support the TA team in leveraging ATS functionalities to improve efficiency and candidate experience.

General Administrative Support:

• Documentation Management: Organise and maintain recruitment-related files and documentation, both physical and electronic, ensuring easy retrieval and compliance.
• Vendor Coordination Support: Assist with administrative tasks related to vendor relationships, such as submitting invoices or tracking service agreements for recruitment platforms and job boards.
• Ad-hoc Support: Provide general administrative support to the TA & Talent Branding Lead and the wider Talent Acquisition team as needed.

Compliance & Data Privacy:

• Ensure all recruitment administration activities comply with company policies and relevant South African labour laws and data privacy regulations (e.g., POPIA).
• Maintain strict confidentiality of all candidate and company information.

Key Interfaces:

• Internal: TA & Talent Branding Lead, Talent Acquisition Specialists, HR Business Partners, HR Operations Team, Hiring Managers, Candidates.
• External: Candidates, Recruitment Agencies, Job Board Representatives, Universities (for administrative tasks).

Qualifications:

• National Diploma or Bachelor's degree in Human Resources, Business Administration, Communications, or a related field.

Experience:

• 1-2 years of experience in an administrative, coordination, or support role within Human Resources, Talent Acquisition, or a fast-paced office environment.
• Prior experience working with an Applicant Tracking System (ATS) is highly desirable.
• Familiarity with basic recruitment processes is an advantage.

Additional information

Skills & Competencies:

• Organisational & Time Management: Exceptional ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment.
• Attention to Detail: Meticulous approach to data entry, record-keeping, and process adherence, with a high level of accuracy.
• Communication Skills: Excellent written and verbal communication skills, with a professional and engaging tone suitable for diverse stakeholders.
• Tech Proficiency: Comfortable and proficient with HR systems (ATS), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and virtual meeting platforms.
• Problem-Solving: Ability to identify and resolve routine operational issues efficiently.
• Interpersonal Skills: Strong ability to build rapport and communicate effectively with diverse individuals, ensuring a positive experience.
• Confidentiality: High level of discretion and integrity when handling sensitive candidate and company information.

Personal Attributes:

• Service-oriented: Committed to providing excellent administrative support and ensuring a positive candidate and hiring manager experience.
• Proactive and self-motivated, with a strong willingness to learn and adapt.
• Collaborative team player with a positive attitude.
• Highly organised and structured in approach.
• Reliable and dependable.