Recruitment Assistant

Hybrid (Liverpool, North West England, United Kingdom) Options Technology Job Title: Recruitment Assistant

Responsible to: HR Manager

Location: 4th Floor, St Nicholas House, Old Churchyard, Liverpool, L2 8TX

Contract Type: Permanent, Full-time

Salary: £26,500 per annum

Hours: 37.5 hours per week (Monday-Friday)

Job closes: 11th September 2026

Interview date: Late September/Early October

Our Mission

To support, enable and empower people with disabilities to live their lives to the full.

Our Vision

A better world where people with disabilities contribute as unique and valued members of dynamic and inclusive communities.

Role Purpose

The Recruitment Assistant provides day-to-day administrative and coordination support across the recruitment and onboarding process.

The role is responsible for ensuring recruitment records, candidate information, compliance checks and new starter documentation are accurate, up to date and processed within agreed timescales.

The postholder will work closely with the Recruitment Coordinator, HR Manager and hiring managers to ensure candidates receive a positive and professional experience throughout the recruitment and onboarding process.

The role requires a high level of organisation, attention to detail, confidentiality and the ability to manage multiple administrative tasks and deadlines.

Key Responsibilities

Recruitment Administration

• Provide day-to-day administrative support to the Recruitment Coordinator throughout the recruitment process.
• Monitor incoming applications and ensure applications are acknowledged and progressed appropriately.
• Maintain accurate candidate records and update recruitment systems and trackers.
• Arrange interviews for shortlisted candidates and communicate interview details with candidates and managers.
• Prepare interview documentation and ensure relevant recruitment paperwork is available and completed.
• Support the administration of unsuccessful candidate communications and maintain accurate records of recruitment outcomes.
• Respond to routine recruitment queries from candidates, managers and colleagues, escalating more complex queries where appropriate.
• Follow up outstanding actions with candidates and managers to ensure recruitment activity progresses within agreed timescales.

Pre-Employment and Compliance Administration

Assist with the administration and monitoring of pre-employment checks, including:

• DBS checks
• Right to Work checks
• References
• Meet & Greets
• Other relevant recruitment and compliance checks
• Maintain accurate DBS, Right to Work, reference and recruitment trackers.
• Monitor outstanding checks and follow up with candidates and relevant colleagues where information is required.
• Ensure recruitment documentation is complete and appropriately recorded.
• Escalate any compliance concerns or issues to the Recruitment Coordinator or HR Manager.
• Handle personal and sensitive information in accordance with GDPR, confidentiality requirements and organisational policies.

New Starter and Onboarding Administration

• Prepare and send offer letters, contracts, appendices and other new starter documentation.
• Ensure new starter paperwork is completed, returned and accurately recorded.
• Coordinate start dates with successful candidates and relevant managers.
• Assist with arranging induction sessions, shadow shifts, Meet & Greets and initial training.
• Liaise with Team Leaders to coordinate rotas and arrangements for new starters.
• Liaise with the Training Team to ensure new starters are booked onto mandatory training.
• Liaise with Payroll to ensure new starters are provided with the appropriate information and processed correctly on the payroll system.
• Update new starter information on relevant systems, including Factorial and Skills for Care.
• Maintain accurate and audit-ready onboarding records.

HR and Recruitment Records Administration

• Maintain accurate electronic and paper recruitment and HR records.
• Scan, upload and file documents into the appropriate systems and personnel records.
• Ensure documents are stored securely and in accordance with GDPR requirements.
• Maintain recruitment spreadsheets, trackers and databases and ensure information is accurate and up to date.
• Assist with preparing recruitment and onboarding information and reports when required.
• Support regular checks of recruitment records to identify missing or outstanding information.
• Ensure recruitment documentation is retained and managed in line with organisational procedures.

Candidate and Recruitment Support

• Provide a professional, friendly and timely point of contact for candidates during the recruitment process.
• Follow up with candidates to maintain engagement and provide updates on progress.
• Assist the Recruitment Coordinator with shortlisting and candidate administration where required.
• Support the administration of Support Worker interviews and other recruitment activity.
• Assist with recruitment events, job fairs, workshops and external interviews.
• Support the Recruitment Coordinator with candidate communications and recruitment campaigns.

Internal and External Liaison

• Work closely with the Recruitment Coordinator and HR Manager to ensure recruitment administration is completed efficiently.
• Liaise with Team Leaders and Hiring Managers regarding interviews, recruitment paperwork and new starter arrangements.
• Liaise with Payroll, Training and other internal teams regarding onboarding requirements.
• Communicate with candidates, external organisations and recruitment partners in a professional manner.
• Attend recruitment events and support relationships with community and charity partners where required.

Systems and Data Management

• Maintain accurate information on recruitment and HR systems, including Factorial and other relevant systems.
• Update recruitment trackers and databases regularly.
• Ensure information is entered accurately and within agreed timescales.
• Support the maintenance of recruitment records for monitoring and reporting purposes.
• Maintain confidentiality when handling employee and candidate information.

Policies, Compliance and Professional Standards

• Work in accordance with organisational policies and procedures.
• Ensure recruitment administration is completed in line with relevant legislation, safeguarding requirements and CQC expectations.
• Maintain confidentiality and comply with GDPR when handling personal information.
• Follow organisational recruitment and onboarding procedures.
• Attend relevant training and development sessions.
• Promote equality, diversity and inclusion throughout the recruitment process.
• Undertake any other reasonable duties as requested by the HR Manager or Recruitment Coordinator.

Person Specification

Skills and Attributes

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