Recruitment Assistant

Location UK / Belfast

Job Type Permanent full-time

Salary See description

Updated 1 day ago

Reference 1403567

 Job Description

This role is key to providing quality administrative support to the Recruitment Manager at every stage of the recruitment process.


Key Responsibilities


  • Post, monitor and maintain all live roles on the recruitment applicant tracking system (Kenexa).
  • Ensure that the Herbert Smith Freehill’s website vacancy list is updated and current vacancies are added and filled positions are removed.
  • Ensure job adverts are placed on the relevant advertising websites as appropriate.
  • Liaise directly with the business to arrange interviews and where appropriate arranging video conference facilities.
  • Liaise directly with recruitment agencies to arrange interviews and, where appropriate provide feedback regarding candidates at all stages of the recruitment process.
  • Coordinate candidates’ travel, if applicable.
  • Prepare and send papers to partners and hiring managers.
  • Process and reconcile invoices and reimburse interview expenses.


  • Liaise directly with candidates, before and after an offer has been made.
  • Work with the recruitment team to ensure the relevant authorisation has been obtained for each vacancy.
  • Review CVs when appropriate and log them on the recruitment applicant tracking system (Kenexa).
  • Keep an up to date and accurate record of the progress of applications.
  • Prepare offer letters and contracts and arrange for these to be signed.
  • Review and respond to speculative CVs and applications as appropriate.

Project Work

  • Support ad hoc recruitment campaigns.
  • Support the recruitment project teams with service delivery as required.
  • Provide support to the graduate recruitment team when required at assessment centres and interviews.
  • Manage the preferred supplier list and produce statistical analysis on the recruitment agencies for annual review.
  • Request and keep a log of recruitment agencies who have agreed terms; track expired terms and assist on projects to periodically review and update terms.

Other Responsibilities

  • Provide generalist support to the HR operations team during peaks in workload.
  • Deliver other reasonable requests as required on an ad hoc basis.
  • Reporting: maintain and run Excel reports from HR database including Headcount and Turnover.
  • Meetings: co-ordinating Recruitment Managers and Adviser’s diaries.
  • Point of contact via phone and email for logistical recruitment queries.
  • Maintaining & updating standard letters / templates & policies.

The responsibilities outlined above cannot totally encompass or define all tasks that may be required of the post-holder.  The outline of responsibilities given above may, therefore, vary from time to time without materially changing either the character or level of responsibility or grade.