Recruitment Admin & Onboarding Coordinator | Flexible Hours

Farrans; Glasgow; Hybrid; GBP 21,000 - 25,000; Full time

Job summary

Farrans in Glasgow is seeking a Recruitment Administrator to support the Scottish Water Enterprise People Team. In a fast-paced, multi-partner environment, you will coordinate vacancies, candidate communications, interviews and onboarding, ensuring timely and professional service.

You will manage job descriptions, a shared mailbox, ATS until the new system arrives, arrange interviews across organisations and help maintain recruitment trackers, with strict data protection and confidentiality.

Qualifications

• Experience in recruitment administration, HR administration or a busy coordination role.
• Strong organisational skills with the ability to manage multiple vacancies, tasks, deadlines and priorities.
• Clear and professional written and verbal communication skills, with strong attention to detail when preparing documents and correspondence.
• Confident using Microsoft 365 tools, including Outlook, Teams, Word, Excel and SharePoint.
• Experience managing a shared mailbox, scheduling meetings or interviews and maintaining accurate records or trackers.
• Ability to build effective working relationships and provide a responsive service across different teams and organisations.
• Good judgement when handling confidential and sensitive personal information.
• A proactive approach, including the confidence to follow up actions, identify gaps and elevate issues appropriately.
• Experience supporting recruitment through an applicant tracking system (ATS).
• Experience drafting or formatting job descriptions and vacancy adverts.
• Awareness of UK data protection requirements.

Responsibilities

• Monitor the shared recruitment mailbox and coordinate responses to queries.
• Act as a point of contact for routine recruitment queries from hiring managers and candidates.
• Draft, format and update job descriptions and role profiles.
• Prepare vacancy information and recruitment packs for Enterprise partners.
• Maintain an accurate library of job descriptions, templates and documentation.
• Log candidate submissions and prepare CV/shortlisting packs until the new ATS is in place.
• Arrange interviews across organisations, including diary coordination and invitations.
• Issue recruitment communications and keep stakeholders updated throughout the process.
• Maintain recruitment data in trackers and ATS records.

Skills

Recruitment administration

Organisational skills

Written and verbal communication

Microsoft 365 tools

Shared mailbox management

Confidential data handling

ATS experience

Job description drafting

UK data protection awareness

Proactive issue escalation

Tools

SharePoint

ATS

Microsoft 365

Outlook

Teams

Word

Excel

Job description

Farrans in Glasgow is seeking a Recruitment Administrator to support the Scottish Water Enterprise People Team. In a fast-paced, multi-partner environment, you will coordinate vacancies, candidate communications, interviews and onboarding, ensuring timely and professional service.

You will manage job descriptions, a shared mailbox, ATS until the new system arrives, arrange interviews across organisations and help maintain recruitment trackers, with strict data protection and confidentiality.