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Recruitment Administrator
Apply locations Guildford time type Full time posted on Posted 2 Days Ago time left to apply End Date: March 27, 2025 (12 days left to apply) job requisition id R6423
At AQA, we’re committed to advancing education and we’re committed to our people. As the largest provider of academic qualifications in the UK, we mark over 10 million exam papers each year and it’s our people who make this happen.
Recruitment Administrator
Permanent
Guildford: £25,250 - £26,725
Hybrid Working
Looking to develop your career in recruitment and HR?
Are you highly organised with a keen eye for detail?
Do you enjoy coordinating tasks and ensuring processes run smoothly?
In this fast-paced role, the Recruitment Administrator provides clerical and administrative support across all recruitment activity at AQA. Focused on delivering a best-in-class candidate experience every time, the Recruitment Administrator collaborates with Recruiters, Hiring Managers, Candidates, Suppliers, and internal departments to ensure recruitment processes are effective, efficient, and well-communicated.
The team operates in a hybrid working environment, leveraging Workday as their Application Tracking System, Outlook for scheduling interviews, and Teams for effective collaboration and communication. These tools ensure recruitment processes are seamless and well-structured.
As a member of the Core Recruitment Team, you will support the team in identifying, attracting, and selecting candidates for permanent, fixed-term contract (FTC), and contractor roles—including positions up to the Executive Board and the Board of Trustees. Strong attention to detail is essential, along with the ability to recognize patterns and trends in recruitment data.
What’s in it for me?
At AQA, we recognise our employees' contribution and in return we are proud to offer an extensive reward and benefit package. This includes:
1. Access from day one to an incredible pension scheme with employee and employer contributions jointly totalling up to 18.5%.
2. 25 days annual leave, rising a day per year for your first five years with Bank Holidays and additional closure days at Christmas.
3. AQA works in a smart hybrid way. This team is in the office for a minimum of two days per week or as business dictates, so you will need to live within a commutable distance of the Guildford office.
4. You will also benefit from Private Medical Insurance and a Health Care Cash Reward Plan as well as paid volunteering days and newly refurbished office spaces with discounted eateries on the University Campus.
What will I be doing?
* Managing the central recruitment inbox and responding to queries promptly.
* Coordinating interviews and selection events, including booking rooms and scheduling meetings.
* Maintaining recruitment trackers and producing management reports.
* Supporting the recruitment team during peak periods, which may include assisting with CV sourcing from databases, telephone screenings, and supporting with internal-only recruitment processes.
* Handling administrative tasks such as processing purchase orders, liaising with suppliers, and supporting system improvements.
What do I need to be successful?
* Experience in a customer-facing or administrative role.
* Strong communication skills, both written and verbal.
* Excellent attention to detail and ability to follow processes accurately.
* A proactive approach with a willingness to improve existing processes.
* Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
* Experience with databases or application tracking systems is beneficial but not necessary.
* An interest in HR or recruitment with a desire to develop in this field.
What do I do next?
Read the full job description, then upload your most recent CV along with a cover letter explaining why your skills and experience make you the perfect fit for this role.
You could wait until applications close at 23:59 on Wednesday 26th March to apply, but we will be interviewing as applications come in and reserve the right to close the advert early should we find the right person, so apply today.
Interviews will be held in our Guildford office week beginning 31st March and 7th April.
All applications will receive a written response.
AQA is an equal opportunity employer committed to fostering an inclusive and diverse workplace where everyone—regardless of religion, ethnicity, gender identity or expression, age, disability, sexual orientation, or background—is valued, respected, and supported to thrive.
#CRE23
Recruitment Agencies
We have a preferred supplier list (PSL) in place. Unsolicited CVs will be treated as a gift. We will not be subject to or liable under your terms and conditions for agency fees.
Full Job Description
Summary
To provide clerical and administrative support to the relevant recruitment team ensuring every candidate has a positive experience of the AQA brand. Key responsibilities include:
* Organising and supporting the work of the recruitment team associated with candidate applications, new starter documentation, interview and assessment of candidates, management information and reporting, recruitment fairs and promotional activity, and first-line support for candidate and hiring manager telephone and email enquiries.
* Provide primary administration support to the Resourcing Consultant and Advisors, including tracking candidate applications, dealing with queries, processing applications, and supporting the end-to-end application process, including collating and scanning right to work documents.
* Assist with placing advertisements on job boards, updating web and hub recruitment content, liaising with external suppliers, and advising when credits are running low on job boards.
* Organise and set up virtual and face-to-face interview rooms and assessments for interviewees, meet and greet candidates on arrival, oversee the smooth running of virtual interviews, and log and record assessment and interview documentation.
* Produce statistics on campaign conversion rates, applicant volumes, and conversion ratios and maintain a suite of reports to assist with the planning and evaluation of recruitment activity.
* Assist with the production of procedure guidance files, templates, PowerPoint presentations to support the recruitment team, and formatting of all documentation to ensure brand compliance.
* Assist with the administration of recruitment fairs, events, and promotional activities supporting the talent attraction for internal recruitment.
* Set up, maintain, and update records and management information electronically, where possible, using the appropriate systems (Workday, HUB).
* Provide support for the recruitment team, including arrangements for travel, meetings, and other administrative activities.
* Plan, prioritise, and carry out all tasks methodically, keeping accurate and up-to-date electronic records and files.
* Work unsupervised and take initiative in taking tasks forward, wherever possible and appropriate.
* Work collaboratively with colleagues within the recruitment team and in other departments across all AQA offices.
* Deliver a high level of professional customer service in response to all requests or queries from internal and external customers and those arising from recruitment.
* Take responsibility for your own continuous professional development to meet existing and future business needs.
* Travel to other AQA sites, sometimes necessitating overnight stays, as required.
General responsibilities
To comply with all AQA’s policies and other legislative requirements, including but not limited to HSE, GDPR, and Equal Opportunities and ISMS. Where business needs change, to undertake other responsibilities which are of a commensurate level outside the terms of this role profile.
Acountabilities
Key performance indicators include:
* Contribution to and successful delivery of People and Resourcing Strategies and plans for the organisation.
* Delivery against daily and weekly administration targets as defined in the business plan.
* Meeting and exceeding expectations of hiring managers.
* All correspondence and associated documentation is correct, compliant, and accurate and issued within the agreed timelines.
* Effective working relationship with key internal stakeholders.
* The provision of timely and comprehensive management information which supports decision making.
Knowledge
* Knowledge of administrative practices and procedures, ideally related to recruitment.
* Good working knowledge of IT systems and all Microsoft Office applications.
Qualification
A good standard of general qualifications including GCSE A* - C in Maths and English.
Skills
* Strong skills in attention to detail.
* Effective communication skills, both oral and written.
* Positive and solution-orientated attitude.
* Ability to develop effective working relationships within the team and more widely.
* Works to tight deadlines and prioritises a variety of work demands, often under pressure.
* Proactive and works independently.
* Builds positive customer relationships.
* Able to maintain strict confidentiality.
* Learns and improves, building on feedback and experience.
* Sound and accurate data inputting skills.
* Strong IT skills in Microsoft Outlook, Word, Excel, PowerPoint and main computing systems.
Leadership skills
* Ability to resolve problems and adapt to change.
* Maintain constructive links with other teams and work collaboratively to deliver targets.
* Receive feedback and learn from mistakes for continuous self-development.
Experience
* Experience of office procedures and practices ideally in a HR/training context.
* Experience of a recruitment or HR-based system.
AQA’s Behaviour Framework
Assessment key (criteria to be assessed at the selection stage):
* A – application (it is essential to provide evidence on application for shortlisting purposes)
* I - interview
* T – test (or work sample)
* P – probation
About Us
AQA is an independent charity that sets and marks over half of all GCSEs and A-levels in the UK every year. Our purpose is to advance education by helping students and teachers to realise their potential. As part of AQA, you’ll very quickly appreciate the determination and unwavering passion to deliver this goal in everything we do. To help drive these ambitions, AQA invests in the development of its people by offering a range of professional development and learning opportunities leading to over 50% of our permanent roles being filled internally.
Reasonable Adjustments
If you have any requirements for reasonable adjustments in relation to the application, interview, or the prospective job, please contact Faye Harrison (she/her) at fharrison@aqa.org.uk or on 07813 724161. We are asking for this information to make the process as equitable as possible for each candidate. Please note that Faye will not be able to assist you with enquiries regarding Temporary vacancies or non-recruitment enquiries. If you have a query regarding Temporary vacancies, please contact: temprecruit@aqa.org.uk
Smart Working
We’re operating a smart working model. This allows for our colleagues to work from two days a week in one of our offices across England.
Equality, diversity and inclusion
AQA is an equal opportunities employer and welcomes applications from all sections of the community regardless of gender identity or expression, sexual orientation, religion, ethnicity, age, neurodiversity, disability status, citizenship, or any other aspect which makes people unique.
Conflict of Interest
Please note that due to the confidential nature of our work, we are unable to employ people for our temporary roles who are currently a candidate for Key Stage 4 and 5 public examinations.
Safeguarding
AQA is committed to the safeguarding of children and adults at risk. We’re dedicated to reducing the risk of employing or contracting any person intent on abusing their position of trust, along with identifying and responding to any incident of alleged abuse from its employees or associates fairly and swiftly.
For more information on safeguarding at AQA please visit the AQA website here.
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