Recruitment Scheduling Assistant

HRS Talent Solutions; Dubbo; Remote; AUD 32,000 - 34,000; Full time

Job summary

HRS Talent Solutions is seeking a Recruitment Scheduling Assistant to support a recruiting team by arranging interview times across candidates and time zones. This remote role emphasizes accuracy, privacy and courteous communication while maintaining clear records in the applicant system.

Part-time or full-time options are available, and responsibilities include sending approved availability messages, logging responses, and updating candidate records.

Qualifications

• Experience in office administration or scheduling is helpful.

Responsibilities

• Send approved online interview availability messages.
• Record offered dates, times, and time zones in the applicant system.
• Identify conflicts or missing details for the scheduler.
• Update a record when a candidate responds or changes availability.
• Coordinate tentative options without issuing an unauthorized confirmation.
• Escalate a request for accommodation or role clarification appropriately.
• Keep the candidate's correspondence linked to the right opening.

Skills

Scheduling

Office administration

Customer service

Email communication

Tools

Applicant Tracking System

Calendar software

Job description

Recruitment Scheduling Assistant

Office Administration | Applicant Availability | Remote | Full-time or part-time | 23.50–25.00 per hour

Help a recruiting team arrange the next conversation.

When several candidates reach the interview stage, collecting accurate availability takes time. This remote assistant role sends approved scheduling requests, logs replies in an online applicant record, and gives the interviewer a clear view of possible times. It is an introductory office administration position. You will not decide who advances, assess qualifications, or promise that an interview is booked before the team confirms it.

Respectful contact with candidates

An applicant may be balancing another job, caring responsibilities, or a different time zone. Your email should ask for the information the interviewer needs without demanding a long explanation. When someone gives multiple windows, enter them accurately. If a candidate declines a slot, note the change and provide the scheduling team with the updated options. Avoid sending repeated reminders after an interview has already been arranged or a person has withdrawn.

The work includes checking that the right applicant record is open before entering availability and preserving a trail of messages. A short handoff can prevent a candidate from receiving conflicting invitations. If a candidate asks about pay, role duties, or accessibility arrangements, use the employer's guidance to connect them with the right person; do not invent an answer. This is customer service in a hiring setting, with particular care for privacy and courtesy.

A candidate may say 'any afternoon' while the interviewer needs two specific options. Ask the candidate for the required dates and time zone using the approved message, then record the answer without reserving a slot prematurely. If availability changes, preserve the most recent response and let the coordinator know which earlier option is no longer valid. Do not promise an interview because a person supplied times; selection and booking belong to the hiring team. The useful output is a clear set of possibilities that can be checked against the interviewer's calendar.

Your tasks may include

Send approved online interview availability messages. Record offered dates, times, and time zones in the applicant system. Identify conflicts or missing details for the scheduler.

Update a record when a candidate responds or changes availability. Coordinate tentative options without issuing an unauthorized confirmation. Escalate a request for accommodation or role clarification appropriately.

Keep the candidate's correspondence linked to the right opening.

Previous recruiting experience is not required. Office administration, customer service, scheduling, or school event coordination can all provide useful skills. The employer will train you on its applicant tracking system, message standards, and confidentiality requirements. You should enjoy clear email communication, keep dates straight, and notice when an instruction needs clarification.

This remote opening can be scheduled on a part-time or full-time basis as the employer defines its coverage needs. A private home office or another suitable workspace is appropriate when handling candidate information. The employer will confirm coverage times and equipment.

This role is open to people new to recruiting administration. Experience arranging school meetings, volunteer shifts or customer appointments can show the same habits: accurate dates, polite written questions and reliable follow-through. Training will cover the team's applicant system and invitation rules. You should be willing to ask for clarification when a response could mean more than one time. A private home office or similarly suitable space helps when handling applicant details remotely.

Application guidance

If you have helped arrange meetings or kept a group informed of a schedule, that experience is relevant. Describe how you avoided confusion when plans changed. Limited paid experience is fine if you can demonstrate reliability and considerate communication. Candidates invited forward may receive instructions to complete an application on the employer’s website. The next stage will provide details about the interviews and tools this opening supports.