Recruitment Administrator

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

Full-time / Fixed Term (duration 3 months)

The Recruitment Administrator will provide practical recruitment and people administration support to the Scottish Water Enterprise People Team. Working in a fast-paced, multi-partner environment, the role will help ensure that vacancies, candidate communications, interviews, recruitment records and onboarding activity are coordinated consistently and efficiently.

The postholder will act as a central coordination point for routine recruitment activity across Scottish Water Enterprise. They will support the preparation of clear job descriptions, manage the shared recruitment mailbox and maintain accurate information so that hiring managers, candidates and partner recruitment contacts receive a timely and professional service.

Responsibilities

• Monitor the shared recruitment mailbox, acknowledge enquiries, direct actions to the appropriate person and follow up outstanding responses to ensure queries are dealt with in a timely manner.
• Act as a point of contact for routine recruitment queries from hiring managers, candidates and partner organisations, escalating complex or sensitive matters to the appropriate People Team colleague.
• Help draft, format and update job descriptions and role profiles using agreed Enterprise templates and information provided by hiring managers and the People Team.
• Support the preparation of vacancy information and recruitment packs for issue to Enterprise partners, ensuring that all organisations receive consistent and accurate information.
• Maintain an accurate library of approved job descriptions, recruitment templates and supporting documentation, including appropriate version control and filing on SharePoint or other agreed systems.
• Until the new ATS (Applicant Tracking System is in place), log candidate submissions, prepare CV and shortlisting packs for hiring managers and coordinate the return of feedback and selection decisions.
• Help the People Team to arrange interviews across multiple organisations, including diary coordination, panel availability, meeting invitations, candidate communications and reasonable adjustment requirements.
• Issue agreed recruitment communications and keep candidates and partner recruitment contacts updated throughout the process using approved templates.
• Maintain accurate information in the recruitment tracker, Applicant Tracking System (ATS) or other agreed records, including vacancy status, candidate stage, interview dates, outcomes and outstanding actions.
• Carry out regular data quality checks and follow up missing or overdue information with hiring managers, partner recruitment contacts, the Commercial Team and other key parties, as directed by the People, Culture & Comms Theme Lead
• Support the production of routine recruitment updates and reports, including live vacancy information, progress against deadlines and outstanding actions.
• Work closely with the Senior Administrator (who reports to the Mobilisation Lead) to support onboarding administration for new joiners, including joining instructions, starter information and coordination with relevant Enterprise and partner contacts.
• Provide general administrative support to the People Team, including meeting coordination, document preparation, action notes and follow-up reminders.
• Handle candidate and recruitment information confidentially and in accordance with relevant data protection requirements and Enterprise procedures.

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.

About Us

Here at Farrans we build, we transform, and we connect. Making a positive difference to the communities in which we operate is our passion and we place social responsibility at the heart of every scheme.

The projects we deliver have an important role in the everyday lives of people in the UK & Ireland. We are committed to making a positive impact on the environment and strive for sustainability in all we do.

Our culture is one of transparency, equality and encouragement, where questions are welcomed, learning never stops and access to support is provided.

Farrans are an equal opportunities employer and are committed to creating a diverse and inclusive work environment for all. Should you require any reasonable adjustments throughout our recruitment process, please don't hesitate to let us know.

When you come to Farrans, you can make a big impact. We love enthusiasm, new ideas and innovation. Your well-being is our priority.

Our people are our greatest asset, which is why we offer a comprehensive benefits package designed to support you to achieve your full potential.

Our career development opportunities provide you with a clear progression pathway, advanced education in your core subjects as well as management and leadership opportunities to excel quickly.

We understand the importance of work life balance. We offer flexible working hours (where applicable) and generous leave policies to help you maintain a healthy work-life integration.

We know that our most important asset is our people and that is why we have invested significantly to ensure the physical and mental wellbeing of all our employees.

Job Info

• Job Identification 345
• Job Category Corporate Functions
• Posting Date 09/10/2026, 03:20 PM
• Locations Glasgow, Lanarkshire, United Kingdom
• Job Schedule Full time

Glasgow, Lanarkshire, United Kingdom