Recruitment Administrator

About Spencer Recruitment

Spencer Recruitment is a dedicated recruitment agency specializing in communications, public relations, public affairs, corporate affairs, marketing, digital, and senior leadership roles. We collaborate with top agencies, companies, professional bodies, membership groups, and public-sector entities across Ireland and beyond.

Role Overview

We are looking for a meticulous and motivated Recruitment Administrator to provide essential administrative and coordination support throughout the recruitment process. This full-time, permanent position based in Dublin 2 offers a hybrid working arrangement, with exact schedule details to be confirmed.

Key Responsibilities

• Manage candidate records by registering new applicants and maintaining data accuracy in the recruitment system.
• Upload and organize CVs, interview notes, salary details, and availability information.
• Edit and proofread CVs and other candidate documents to ensure clarity and professionalism.
• Acknowledge receipt of applications and respond to general inquiries from candidates.
• Arrange calls and interviews for candidate registration and selection processes.
• Maintain thorough records of candidate communications and consent, adhering strictly to data protection laws.
• Coordinate interview scheduling among candidates, consultants, and clients, including sending confirmations and preparation materials.
• Manage calendar adjustments and promptly inform all involved parties.
• Follow up post-interview to gather candidate feedback and update records accordingly.
• Assist consultants with reference checks and offer stage paperwork.
• Support research efforts for candidate sourcing and market analysis.
• Draft and post job advertisements on platforms such as LinkedIn, Indeed, and the company website.
• Allocate incoming applications to the appropriate consultants or vacancies and prepare submission materials.
• Maintain comprehensive client, contact, and vacancy databases, preparing job descriptions, proposals, and reports.
• Help with arranging meetings, compiling follow-up documents, and supporting financial administration including invoicing and fee tracking.
• Produce periodic reports on recruitment activities and pipeline progress.
• Assist with office management tasks and liaise with suppliers.
• Support marketing initiatives by preparing and scheduling social media content and assisting with website updates.
• Coordinate company events through handling invitations, attendee lists, and event materials.
• Maintain and update contact and mailing lists to promote Spencer Recruitment’s services and industry insights.

Candidate Profile

• Demonstrated strong organizational and administrative skills.
• Excellent verbal and written communication capabilities.
• Close attention to detail with commitment to accuracy.
• Confidence interacting with candidates, clients, and senior professionals.
• Ability to juggle multiple tasks and deadlines effectively.
• Professional, approachable, and discreet manner.
• Proficiency in Microsoft Office or Google Workspace.
• Interest in recruitment, communications, marketing, or professional services sectors.
• Capability to work autonomously while contributing positively to a small team.

Prior experience in recruitment, HR, office administration, sales support, customer service, or professional services is advantageous but not mandatory. Familiarity with CRM systems, applicant tracking software, LinkedIn, or job advertising platforms is also beneficial.

Success Metrics Within Six Months

• Accurate maintenance of candidate and client information.
• Efficiently organized interviews and recruitment operations.
• Timely and professional communication with candidates and clients.
• Confidence in using internal recruitment tools and procedures.
• Provision of dependable administrative support for ongoing vacancies.
• Contribution to enhancing recruitment team’s organization and efficiency.

Growth Potential

Exposure to the entire recruitment lifecycle and the niche markets of communications, public affairs, and marketing presents growth opportunities. With strong communication, commercial awareness, and candidate management skills, progression toward roles such as Recruitment Resourcer or Recruitment Consultant is plausible.