The brief from the client was that they wanted the recruit a Part-time Office Administrator but wasn't sure of the best approach, and also didn't have the time to monitor the applications, respond to applicants and draw up a short-list of applicants for interviewing.
ASKING THE QUESTIONS:
We worked with the client to obtain the role brief:
- What were the requirements of the Part-time Office Administrator
- Main purpose of the role
- Key duties of the Office Administrator
- Part-time - numbers hours per week? Start and finish time?
- Which days per week?
- Is there any flexibility on the days / start and finish time?
- What specific skills/experience is needed to accomplish the role?
- Who will be their Line Manager? How is the office structured?
Once we had a clearer picture to the Office Administrator role, we were able to move forward with helping our client recruit.
INDENTIFYING THE ISSUE:
There were no issues, it was purely that the client did not have the resource/time available to handle the recruitment process, and therefore felt it best to outsource the process.
We started by drawing up a Job Description and Job Advert for approval by the client that we felt would suitably reflect the requirements of the Office Administrators role. Once approved we were able to be able to move forward with the advertising, which was through their Social Media pages and also Job Sites.
As part of the process candidates were asked to submit their CV, along with a Covering Letter and a Question Sheet which they needed to complete to say how they would handle certain scenario's that they may find themselves in should they be successful.
We then scrutinised each of the applications received to see if they fitted the Job Description Spec, how they had presented their Covering Letter and whether they had handled the Question scenario's to meet the clients brief. A shortlist of suitable candidates was detailed in a document for the client which provided basic information on the candidates, such as strengths/weaknesses, suitable experience, etc. This document was then presented to the client as an easy referencing document, along with the shortlisted candidates CV's.
Throughout the whole process candidates were acknowledged; initially on receipt of their application, and then confirmation as to whether they had been successful or unsuccessful in being shortlisted, getting through to interview, etc. Candidates were kept informed throughout the whole process.
Following the interviews, unsuccessful candidates were emailed a letter confirming they had been unsuccessful and were given the opportunity to contact us to obtain feedback as to why they had been unsuccessful.
The successful candidate was initially contacted by phone to confirm they had been successful. This was then followed up with an Offer Letter, along with Contract of Employment. We then worked with the client until the successful candidate had been onboarded.