HR Representative - Recruitment Administrator

Posted 5 February by BNY Mellon Featured

Job Overview

The Recruitment Administrators primary responsibility is to provide recruitment administrative support to colleagues and candidates across the EMEA region. First-rate day to day support is required to ensure both business and candidate satisfaction from the HR service.

Responsibilities Reporting Line and Key Accountability

• Reporting to the EMEA Talent Operations Manager the Recruitment Administrator will also share a dotted line to the EMEA Head of Recruitment for IS, CSD and CTS. • Accountability will be held for the effective management of recruitment administration under the day to day direction of the Recruiters (for IS, CSD and CTS) plus the Talent operations Manager - EMEA

• Responsible for candidate activity through to Day One (start date) and ensuring adequate communication is delivered to the relevant HRA

Diary Management • Arranging interviews: coordinating the diaries of internal interviewers and candidates alike, responsible for booking meeting rooms, telephone and video conferencing details as required plus sending invites to relevant parties • Arrange agency briefings with key relevant stakeholders • Arrange internal ad hoc meetings as required such as the Ireland internal feedback meetings we run for internal candidates

Offer Administration

• Offer letter and pack generation including obtaining signatures and sending to candidates at the earliest opportunity • Taleo offer process management including ensuring candidate statuses and approvals follow the correct internal processes • Manage HR new hire spreadsheets and any local induction lists of new starters as required • Ensure start date is effectively communicated to all relevant parties and the background screening and onboarding processes are managed in a way that enables this date to be realised • Complete New Joiner Forms and send to the Human Resource Central Services team (HRCS)

Taleo Administration

• Obtain and manage storage of interview notes for all candidates in accordance with internal data retention policies • Distribution of CVs to key stakeholders • Taleo Requisition management, including posting roles internally and externally on various recruitment advertising mediums • Ensure candidates are rejected via Taleo in a timely and appropriate manner • Ensure candidate and requisitions statuses are updated inline with our internal data integrity policies

On-Boarding • Responsible for initiating the internal onboarding process including sending onboarding communications to candidates and Hiring Managers • Responsible for initiation, process management and escalation of the background screening process • Raising any issues to Recruiters / HRBPs regarding known immigration matters / background • Produce offer packs ensuring these are checked and signed off prior to despatch • Produce employment contracts for signature • Ensure completion of full on-boarding process and submit relevant paperwork as required

Reporting • Production and maintenance of ad hoc and regular reporting as required

Project Related Assistance • Provide support on project related corporate initiatives

General Administration • Maintenance of a recruitment tracker • Respond to general external and internal enquiries in a professional and timely manner including managing Hiring Manager, Recruitment Agency and external candidate enquiries • Provide general administrative assistance as required • Submission of agency invoices for payment on receipt to Accounts Payable for processing • Occasional support to the Global Talent Acquisition team as required such as with programmes and events • Business and general meeting attendance where required

Skills and Behaviours

• Recruitment Admin Experience and excellent organisational skills with the ability to work simultaneously on multiple tasks in a pressurised environment. • Experience of working to tight deadlines with a strong results focus • Strong attention to detail coupled with a high level of accuracy • An enthusiastic team player who actively contributes in a flexible and adaptable manner • The ability to communicate professionally at all levels both verbally and in writing • Experience of working in a customer service environment with strong client orientation skills • Proven experience in MS Office products, knowledge of PeopleSoft HR system / Taleo (or other Applicant Tracking System) would be advantageous • Builds rapport and co-operative relationships with clients • Takes accountability and ownership to get things done • Works collaboratively with colleagues to provide support and build best practice processes to deliver service excellence • Considers how processes can be improved to enhance service provision and makes recommendations

Required skills

  • Diary Management
  • Prioritisation
  • Recruitment Administration
  • Arranging interviews
  • completing contracts

Application question

Do you have previous Recruitment Admiistration experience?

Reference: 34395732

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