TA/People Systems Administrator

XYZ Reality; Greater London; Hybrid; GBP 42,000 - 65,000; Full time

Benefits offered by this job

Hybrid working

Private healthcare with Vitality

25 days annual leave

Christmas shutdown days

Office near Angel station

Job summary

XYZ Reality is seeking a TA / People Systems Administrator to own Ashby administration, workflows, reporting and data integrity as we scale. You’ll drive automation and be the go-to for system configuration and data quality across the recruitment function.

You’ll also coordinate interviews, support onboarding and provide system guidance to recruiters and hiring managers while improving processes. This is a hybrid role based in London.

Qualifications

• Hands-on experience with Ashby ATS and recruitment data.
• Experience building workflows, templates, dashboards and automation.
• Strong data integrity and system configuration capabilities.

Responsibilities

• Own and optimise Ashby administration, including workflows and automation.
• Maintain high-quality candidate, requisition and interview data.
• Provide system guidance to recruiters and hiring managers and support ATS integrations.
• Coordinate interviews and candidate communications across multiple roles.

Skills

Ashby ATS

TA Operations

Data integrity

Reporting dashboards

Workflow automation

System configuration

Tools

Ashby ATS

Job description

Help us build a smarter, more scalable Talent Acquisition function

At XYZ Reality, we’ve created the world’s first engineering-grade Augmented Reality solution for construction. Our technology is used on major projects around the world, helping construction teams build more accurately, efficiently and with fewer mistakes.

As we continue to scale, we’re investing in the systems, data and processes behind our growth. We’re looking for a TA / People Systems Administrator to join our Talent Acquisition team and play a key role in building a more efficient, data-driven and scalable recruitment function.

Ashby sits at the heart of our recruitment operation, so previous hands‑on experience working with Ashby ATS is essential for this role.

The Role

This is a great opportunity for someone who enjoys working at the intersection of Talent Acquisition, systems, data and operations.

You’ll take day-to-day ownership of the administration and optimisation of Ashby, helping us get more from the platform as our hiring needs grow. From workflows and automation to reporting, data integrity and hiring‑manager support, you’ll help ensure our ATS gives us the structure, insight and efficiency we need to recruit effectively at scale.

You’ll also play an important role in keeping recruitment operations moving, supporting interview coordination, candidate communications, reporting and the processes that sit behind a great candidate and hiring‑manager experience.

We’re looking for someone who does more than simply maintain a system. You’ll be naturally curious about how things work, spot inconsistencies and inefficiencies, and proactively find ways to make our recruitment processes simpler, smarter and more automated.

What You’ll Be Doing

Own and optimise Ashby

• Take day-to-day ownership of Ashby administration, including workflows, templates, automation and system configuration
• Maintain high-quality candidate, requisition, interview and recruitment data
• Proactively identify and resolve data integrity and system issues
• Help us continually improve how we use Ashby as our recruitment function scales
• Provide system guidance and support to recruiters and hiring managers
• Identify opportunities to improve or automate recruitment workflows
• Support integrations and wider ATS optimisation projects

Build better recruitment data and reporting

• Maintain recruitment dashboards, reports and key TA metrics
• Help ensure our recruitment data provides an accurate picture of hiring activity and performance
• Identify gaps or inconsistencies in data and work with the TA team to resolve them
• Support improvements to how we capture and report recruitment information
• Help turn recruitment data into useful, reliable insight for the business

Keep recruitment operations running brilliantly

• Coordinate interviews and candidate communications across multiple roles
• Ensure interview feedback, approvals and recruitment activity are accurately captured in Ashby
• Support offer and pre-employment administration
• Help maintain clear and consistent recruitment processes and documentationSupport the smooth transition of successful candidates into onboarding
• Help deliver a professional, responsive experience for candidates and hiring managers throughout the recruitment process

What We’re Looking For

First and foremost, you must have previous hands‑on experience working with Ashby ATS.

We’re particularly interested in people who have gone beyond simply using Ashby as a recruiter or coordinator. You’ll ideally have experience working with workflows, templates, reporting, automation, data integrity and/or system configuration.

You’ll also bring:

• Experience within TA Operations, Recruitment Operations, Recruitment Systems or a similar systems-focused environment
• A strong understanding of how an ATS supports the end-to-end recruitment lifecycle
• Experience producing or maintaining recruitment reports, dashboards and metrics
• Strong systems aptitude and confidence working across workflows, data and technology
• The ability to investigate problems, understand root causes and find practical solutions
• Excellent attention to detail and a high bar for data accuracy
• Experience coordinating recruitment activity across multiple concurrent roles
• An understanding of data protection requirements relating to candidate and recruitment data

Experience supporting ATS integrations, system implementations or optimisation projects would be a bonus, as would exposure to wider People/HR systems.

You’ll Thrive In This Role If You Are....

Systems-minded - you enjoy understanding how platforms, processes and data connect.

Curious - you don't just follow a process; you want to understand why it works that way and whether it could work better.

Proactive - if something doesn't look right, you'll investigate rather than wait for someone else to spot it.

Detail-focused - accurate data matters to you, and you take pride in getting the small things right.

Improvement-driven - you naturally look for opportunities to simplify, automate and make things more efficient.

Collaborative - you'll work closely with Talent Acquisition, People Operations and hiring managers across the business.

This isn't a role where you'll simply be keeping an ATS ticking over.

You'll join at an exciting point in our growth, with the opportunity to help shape how we use Ashby, how our recruitment data is structured and how our TA and People systems evolve as the business scales.

If you know Ashby, love making systems work better and enjoy bringing structure to fast-moving recruitment environments, we'd love to hear from you.

Why Join Us

• 25 days annual leave + public holidays
• Private healthcare with Vitality
• Christmas shutdown days on top of leave allowance (2–4 per year usually)
• Office located within a 5-minute walk from Angel station
• Hybrid working
• Biannual salary reviews
• Summer & Christmas staff parties
• Free lunch bought in and after-work gathering/drinks every Thursday in the office
• Make a real-world impact revolutionising the construction industry

If you'd like to see the products and technology we've created so far on our journey, you can view it in action through our YouTube and Website