Recruitment & HR Administrator

Hollybank Trustees Ltd; Dublin; On-site; EUR 28,000 - 36,000; Full time

Job summary

Vision Ireland Services is seeking an experienced Recruitment HR Administrator to provide high‑quality administrative support in a fast paced environment. The role involves coordinating recruitment campaigns, interviews, onboarding, and handling confidential information.

The candidate will deliver minute taking, meeting coordination and project management support, reporting to the Chief People Officer or designee. Fixed-term, three months, 37 hours weekly.

Qualifications

• Minimum 3 years’ relevant administrative experience.
• Experience in recruitment administration within a busy or complex environment.
• Experience working in a fast-paced, high-volume environment with competing priorities.
• Authorisation to reside & work full time in Ireland.
• Demonstrable experience of professional minute taking.
• Experience providing project coordination or project management support.
• Excellent written and verbal communication skills.

Responsibilities

• Recruitment Administration: Support across recruitment processes and candidate communications.
• Administration & Coordination: Manage multiple tasks with accuracy and deadlines.
• Minute Taking & Meeting Support: Attend meetings and produce concise minutes.
• Project Management Support: Assist across projects with timelines and reports.

Skills

Recruitment administration

Stakeholder management

Minute taking

Project coordination

Organisational skills

Communication skills

Tools

MS Word

Excel

Outlook

Teams

Job description

Location: On site / Whitworth Road, Drumcondra
job type: Fixed term / Full-time
Sector and subsector: Human Resources | Recruitment & Talent Acquisition
Salary: Negotiable salary

Job Specification: Recruitment & HR Administrator

Contract: Fixed term – 3 Months

Experience: Minimum 3 years’ relevant experience

Hours: 37 hours per week. Monday to Friday, 9am to 5pm.

Reporting to: Chief People Officer and/or their designee

Role Overview

We are seeking an experienced and highly organised Recruitment HR Administrator to provide high-quality administrative support within a complex, fast-paced working environment.

The successful candidate will have strong experience in recruitment administration and be comfortable managing multiple priorities, coordinating competing deadlines and working with a range of internal and external stakeholders. The role will also involve minute taking, meeting coordination and project management support, requiring a high level of accuracy, organisation and attention to detail.

Key Responsibilities

Recruitment Administration

• Provide comprehensive administrative support across recruitment processes.
• Coordinate recruitment campaigns, interviews, assessments and candidate communications.
• Manage recruitment documentation and maintain accurate records and trackers.
• Liaise with candidates, managers and other stakeholders throughout the recruitment process.
• Arrange interviews and meetings, managing diaries and competing schedules.
• Support pre-employment checks, references and onboarding activities.
• Ensure recruitment processes are administered efficiently and in line with agreed procedures and timelines.
• Handle confidential candidate and employee information with discretion.

Administration & Coordination

• Provide effective administrative support in a complex and high-volume environment.
• Manage multiple tasks and priorities simultaneously while maintaining accuracy.
• Prepare reports, correspondence, documentation, spreadsheets and presentations.
• Maintain electronic and paper-based filing systems and databases.
• Monitor deadlines and ensure actions are completed within required timescales.
• Communicate professionally with staff, managers, candidates and external stakeholders.

Minute Taking & Meeting Support

• Attend meetings and produce accurate, concise and professional minutes.
• Record key discussions, decisions, actions, owners and deadlines.
• Prepare agendas and meeting documentation.
• Circulate minutes and action logs within agreed timescales.
• Track outstanding actions and follow up with relevant stakeholders.

Project Management Support

• Provide administrative and coordination support across projects and workstreams.
• Maintain project plans, action logs, trackers and timelines.
• Coordinate meetings, deadlines, deliverables and project documentation.
• Monitor progress against agreed milestones and highlight issues or delays.
• Support project leads with reporting, documentation and stakeholder communication.
• Coordinate multiple workstreams and priorities within tight deadlines.

The duties outlined above are not exhaustive, and the successful candidate will be expected to demonstrate flexibility and adaptability, undertaking additional duties as required to support the needs of the HR function and organisation.

• Minimum 3 years’ relevant administrative experience, ideally within recruitment or HR.
• Proven experience in recruitment administration within a busy or complex environment.
• Experience working in a fast-paced, high-volume environment with competing priorities.
• Authorisation to reside & work full time in Ireland.
• Demonstrable experience of professional minute taking.
• Experience providing project coordination or project management support.
• Excellent organisational and time-management skills.
• Strong attention to detail and a high level of accuracy.
• Excellent written and verbal communication skills.
• Ability to manage confidential and sensitive information appropriately.
• Strong IT skills, including Microsoft Word, Excel, Outlook and Teams.
• Ability to work independently, use initiative and meet demanding deadlines.
• Strong stakeholder management and interpersonal skills.
• Experience supporting complex recruitment campaigns or high-volume recruitment.
• Experience working within a large organisation or public-sector environment.
• Experience supporting senior managers, committees or governance meetings.
• Experience using recruitment, HR or project management systems.

Personal Attributes

The successful candidate will be:

• Highly organised and methodical.
• Calm and effective under pressure.
• Flexible and adaptable.
• Proactive, reliable and solutions-focused.
• Confident managing competing demands and changing priorities.
• Professional and approachable.
• Discreet when dealing with confidential information.
• A strong communicator with the ability to build effective working relationships.

Further Information

This is a fixed-term, three-month role designed to provide experienced recruitment and administrative support within a busy and complex environment.

Vision Ireland reserve the right to close this competition early should a high volume of applications be received, early application is therefore advised.

Informal enquiries by email only tor [e-mail].

Garda vetting will be conducted for the recommended candidate as part of the selection process for the post in accordance with the Vision Ireland Services Garda Vetting policy.

Candidates must be eligible to work full time in Ireland.

Vision Ireland Services is an equal opportunities & inclusive employer

We welcome and encourage job applications from people of all backgrounds.

Accessibility, Equality, Diversity and Inclusion:

Vision Ireland Services is committed to creating an inclusive environment where diversity is celebrated, and everyone is afforded equality of opportunity. It is our policy to recognise people as a key resource required for successful attainment of the organisation’s mission. In support of this, it is important to remember that differences between people, whether devised from their different backgrounds and personalities, cultures and/or their different abilities, can be a source of strength to the organisation.

We welcome, encourage, and embrace people of all backgrounds, to include those with disabilities, accessibility plays a huge part of ensuring that the needs of all our employees and service users, can access our systems and services, with ease and respect, in a supportive environment, enabling all to effectively engage our services and achieve our goals whether they are an applicant for employment or an employee requiring special facilitation.