Recruitment Administrator

Spencer Recruitment; Dublin; Hybrid; EUR 28,000 - 36,000; Full time

Job summary

Spencer Recruitment in Ireland is seeking a Recruitment Administrator to support consultants and ensure excellent service for candidates and clients during the full recruitment cycle.

You will manage candidate registrations, coordinate interviews, handle database records, prepare job adverts, and assist with office administration while learning how a specialist recruitment consultancy operates.

Qualifications

• Excellent organisational and administrative skills.
• Attention to detail with high accuracy.
• Confident communicating with candidates, clients and senior professionals.
• Ability to manage multiple tasks and deadlines.
• Professional, friendly and discreet approach.
• Strong knowledge of Microsoft Office or Google Workspace.
• Interest in recruitment, communications or professional services.
• Ability to work independently within a small, collaborative team.

Responsibilities

• Candidate administration and records management.
• Coordinate interviews and diary management.
• Prepare CVs, notes and documentation.
• Advertise jobs on LinkedIn, Indeed and our website.
• Monitor applications and assign to consultants.
• Produce candidate submission documents and client shortlists.
• Assist with recruitment campaigns and project administration.
• Track vacancies, interviews and offers.

Job description

Working arrangement: Hybrid – exact schedule to be confirmed

Employment type: Permanent, full-time

Reporting to: Managing Director

About Spencer Recruitment

Spencer Recruitment is a specialist recruitment consultancy working across communications, public relations, public affairs, corporate affairs, marketing, digital and senior leadership roles.

We work with leading agencies, businesses, professional bodies, membership organisations and public-sector organisations across Ireland and international markets.

We are now seeking an organised and enthusiastic Recruitment Administrator to support our consultants and help ensure that candidates and clients receive an excellent service.

The role

The Recruitment Administrator will provide day-to-day administrative and coordination support across the recruitment process.

This is a varied role involving candidate communication, interview coordination, database management, job advertising and general office support. It would suit someone who is highly organised, comfortable speaking with people and interested in developing a career in recruitment.

The successful candidate will work closely with the Managing Director and recruitment consultants and will be given the opportunity to learn how a specialist recruitment consultancy operates.

Key responsibilities

Candidate administration

• Register candidates and maintain accurate records on the recruitment database.
• Upload CVs, interview notes, salary information and availability details.
• Format and proofread CVs and candidate documents.
• Acknowledge applications and respond to general candidate enquiries.
• Arrange candidate registration calls and interviews.
• Ensure candidate records, communications and consent information are complete and up to date.
• Handle personal information carefully and in accordance with data-protection requirements.

Interview coordination

• Schedule interviews between candidates, consultants and clients.
• Issue interview confirmations, job specifications and relevant preparation materials.
• Manage diary changes and communicate updates promptly.
• Follow up with candidates following interviews and record feedback.
• Support consultants with reference-check and offer-stage administration.

Recruitment support

• Assist consultants with candidate searches and initial market research.
• Prepare job advertisements for LinkedIn, Indeed and the Spencer Recruitment website.
• Monitor applications and allocate them to the appropriate consultant or vacancy.
• Prepare candidate submission documents and client shortlists.
• Support consultants with recruitment campaigns, database searches and project administration.
• Track vacancies, interviews, offers and placements across the business.

Client and business administration

• Maintain accurate client, contact and vacancy records.
• Prepare job specifications, proposals, reports and presentation materials.
• Assist with meeting arrangements and follow-up documentation.
• Support invoice administration, placement records and fee tracking.
• Produce regular reports on recruitment activity and pipeline progress.
• Assist with general office administration and supplier coordination.

Marketing and events

• Support the preparation and scheduling of company social-media content.
• Assist with website updates, job posts and candidate communications.
• Help coordinate Spencer Recruitment events, including invitations, attendee lists and event materials.
• Maintain relevant contact and mailing lists.
• Support the promotion of Spencer Recruitment’s specialist services and market insights.

The person

The successful candidate is likely to have:

• Strong organisational and administrative skills.
• Good attention to detail and a high level of accuracy.
• Confidence speaking with candidates, clients and senior professionals.
• The ability to manage several tasks and deadlines at the same time.
• A professional, friendly and discreet approach.
• Good working knowledge of Microsoft Office or Google Workspace.
• An interest in recruitment, communications, marketing or professional services.
• The ability to work independently while contributing to a small, collaborative team.

Previous experience in recruitment, office administration, HR, sales support, customer service or professional services would be helpful but is not essential.

Experience using a CRM, applicant-tracking system, LinkedIn or job advertising platforms would also be advantageous.

What success will look like

Within the first six months, the successful candidate will:

• Maintain accurate and complete candidate and client records.
• Coordinate interviews and recruitment activity efficiently.
• Respond to candidates and clients in a timely and professional manner.
• Become confident using the company’s recruitment systems and processes.
• Provide reliable administrative support across active vacancies.
• Help improve the organisation and efficiency of the recruitment team.

This role offers exposure to the full recruitment lifecycle and the specialist communications, public affairs and marketing employment market.

For someone who demonstrates strong communication, commercial awareness and candidate-management skills, there may be an opportunity to progress towards a Recruitment Resourcer or Recruitment Consultant position.