Job Purpose
Responsible for efficiently and effectively completing all talent acquisition administration processes for new hires and internal moves, including hardcopy CV management and system updating, interview scheduling, offer letter and contract creation, processing interview expenses and vendor invoices, pre-employment verification check co-ordination with external vendors.
Key Roles & Responsibilities
Targets & Budget
•Meet turnaround times and quality standards regarding contract management and Talent Acquisition related Right Start pre-employment activities (e.g. issuing induction packs, ensuring timely creation of Bank ID), in line with global standards and service level agreements
Needs Definition
•Develop effective relationships with (Senior) Talent Acquisition Managers / Specialists, ensuring that requirements are clearly understood and service levels are met
Sourcing
•Support (Senior) Talent Acquisition Managers / Specialists in updating JRs and posting quality adverts aligned to the employer brand on to job boards
•Provide assessment / selection administrative support, as required e.g. candidate set up, pulling candidate profiles off the Gallup website where required etc
•Scan and enter all hardcopy applications and letters into PeopleSoft, ready for review by (Senior) Talent Acquisition Managers / Specialists, issuing data protection statements to applicants
•Print and compile documentation (e.g. CVs) for Talent Acquisition Managers / Specialists, as required
Selection
•Schedule interviews and assessments, coordinating candidate, hiring manager, (Senior) Talent Acquisition Manager/Specialist diaries, booking rooms and facilities (e.g. video conferencing) as required
•Support relevant Talent Acquisition Managers/Specialists in organizing assessment days and booking careers fairs, as required
•Organise Gallup interviews
•Where required, liaise with relevant stakeholders to ensure that candidate expense claims are processed in a timely manner.
Hiring
•Produce and issue hiring forms (EHFs); offer letters, contracts and packs promptly, ensuring all contract administration is completed promptly, accurately and efficiently and is signed off as required
•Track completion of all talent acquisition administration against deadlines e.g. contract return dates, joining letter issue dates, following up wherever required to ensure all administration is completed properly, in a timely manner
•Effectively manage routine and ‘fast track’ transactions
•Support (Senior) Talent Acquisition Managers / Specialists in completing work permit administration
•Support (Senior) Talent Acquisition Managers / Specialists in completing administration for international talent moves, as required
Pre-Joining
•Track completion of legal right to work and proof of address checks, coordinating and obtaining documentation, as required
•Coordinate completion of pre-employment checks with external vendors, ensuring candidates provide required information in a timely manner, regularly monitoring the third party’s completion of all pre-employment checks in line with SLAs and Bank policy, flagging all issues and delays to (Senior) Talent Acquisition Managers / Specialists in a timely manner for onward resolution
•Complete the Talent Acquisition related Right Start pre-employment minimum standards (e.g. issuing contracts and induction packs, ensuring timely Bank ID creation and issuing standard notifications to hiring managers, HR RMs / Business HR where appropriate, confirming start dates and their Right Start responsibilities)
•Ensure all personnel files (p-files) are updated with the relevant documentation (e.g. signed contracts, legal right to work and address verification) for all hiring (including international assignments)
•Record remaining candidate details in PeopleSoft for Bank ID generation, resolving any problems with Bank ID creation / issue
•Ensure compliance with relevant operational and people risk controls and employment legislation e.g. data protection
•Perform any other talent acquisition related administrative duties, as required
Relationship Management
•Effectively manage general queries from candidates, hiring managers, suppliers and team members, identifying and resolving the root cause of any issues, managing issues appropriately and escalating for action as required
•Support team members in managing their workload to meet SLAs
•Partner with other Talent Acquisition Coordinators in the country, region and network, to share knowledge and expertise, and resolve issues
Reporting & System Management
•Effectively and efficiently use PeopleSoft to manage the end to end talent acquisition process, recording all relevant details (e.g. applicant contact, interview times and dates) and keeping the system up to date at all times
•Review dashboards and other reports to identify and action any necessary system ‘housekeeping’ or compliance requirements e.g. archiving and deleting applications as required, removing duplicate JRs, closing JRs etc
•Escalate any issues and risks, as appropriate so that they can be appropriately tracked and managed.
Projects
•Prioritise execution of running projects e.g. 2013 PEEV Remediation Project
•Develop a robust understanding of PEEV audit requirements and work backwards to establish gaps and build action plans in collaboration with TAS team
Qualifications & Skills
Essential
•Bachelors degree
•Track record of working successfully within an administrative environment, preferably within Talent Acquisition / HR (in-house or search firm / consultancy)
•Excellent accuracy and attention to detail
•Track record of working successfully in a very organized way, multi-tasking, prioritising, managing data, and setting and achieving deadlines
•Able to deal with a high volume of work, remaining positive when working under pressure and to tight deadlines
•An excellent communicator, able to build strong relationships with internal and external customers
•Flexible and customer focused approach
•Good written and verbal skills (sound grammar and attention to detail in written communication)
•A strong ability and desire to work as and be part of a team
•Able to think laterally / solve problems
•Good working knowledge of MS Office applications (Word, Excel, Office)
Desirable
•Knowledge of / exposure to relevant employment legislation (e.g. data protection)
•Knowledge of HR MIS and Recruitment Management Systems (e.g. PeopleSoft, SAP, Taleo)
•Proven experience in working in a complex matrix, with a broad base of cultures, dealing with demanding and fast-paced client groups.
APPLY
Responsible for efficiently and effectively completing all talent acquisition administration processes for new hires and internal moves, including hardcopy CV management and system updating, interview scheduling, offer letter and contract creation, processing interview expenses and vendor invoices, pre-employment verification check co-ordination with external vendors.
Key Roles & Responsibilities
Targets & Budget
•Meet turnaround times and quality standards regarding contract management and Talent Acquisition related Right Start pre-employment activities (e.g. issuing induction packs, ensuring timely creation of Bank ID), in line with global standards and service level agreements
Needs Definition
•Develop effective relationships with (Senior) Talent Acquisition Managers / Specialists, ensuring that requirements are clearly understood and service levels are met
Sourcing
•Support (Senior) Talent Acquisition Managers / Specialists in updating JRs and posting quality adverts aligned to the employer brand on to job boards
•Provide assessment / selection administrative support, as required e.g. candidate set up, pulling candidate profiles off the Gallup website where required etc
•Scan and enter all hardcopy applications and letters into PeopleSoft, ready for review by (Senior) Talent Acquisition Managers / Specialists, issuing data protection statements to applicants
•Print and compile documentation (e.g. CVs) for Talent Acquisition Managers / Specialists, as required
Selection
•Schedule interviews and assessments, coordinating candidate, hiring manager, (Senior) Talent Acquisition Manager/Specialist diaries, booking rooms and facilities (e.g. video conferencing) as required
•Support relevant Talent Acquisition Managers/Specialists in organizing assessment days and booking careers fairs, as required
•Organise Gallup interviews
•Where required, liaise with relevant stakeholders to ensure that candidate expense claims are processed in a timely manner.
Hiring
•Produce and issue hiring forms (EHFs); offer letters, contracts and packs promptly, ensuring all contract administration is completed promptly, accurately and efficiently and is signed off as required
•Track completion of all talent acquisition administration against deadlines e.g. contract return dates, joining letter issue dates, following up wherever required to ensure all administration is completed properly, in a timely manner
•Effectively manage routine and ‘fast track’ transactions
•Support (Senior) Talent Acquisition Managers / Specialists in completing work permit administration
•Support (Senior) Talent Acquisition Managers / Specialists in completing administration for international talent moves, as required
Pre-Joining
•Track completion of legal right to work and proof of address checks, coordinating and obtaining documentation, as required
•Coordinate completion of pre-employment checks with external vendors, ensuring candidates provide required information in a timely manner, regularly monitoring the third party’s completion of all pre-employment checks in line with SLAs and Bank policy, flagging all issues and delays to (Senior) Talent Acquisition Managers / Specialists in a timely manner for onward resolution
•Complete the Talent Acquisition related Right Start pre-employment minimum standards (e.g. issuing contracts and induction packs, ensuring timely Bank ID creation and issuing standard notifications to hiring managers, HR RMs / Business HR where appropriate, confirming start dates and their Right Start responsibilities)
•Ensure all personnel files (p-files) are updated with the relevant documentation (e.g. signed contracts, legal right to work and address verification) for all hiring (including international assignments)
•Record remaining candidate details in PeopleSoft for Bank ID generation, resolving any problems with Bank ID creation / issue
•Ensure compliance with relevant operational and people risk controls and employment legislation e.g. data protection
•Perform any other talent acquisition related administrative duties, as required
Relationship Management
•Effectively manage general queries from candidates, hiring managers, suppliers and team members, identifying and resolving the root cause of any issues, managing issues appropriately and escalating for action as required
•Support team members in managing their workload to meet SLAs
•Partner with other Talent Acquisition Coordinators in the country, region and network, to share knowledge and expertise, and resolve issues
Reporting & System Management
•Effectively and efficiently use PeopleSoft to manage the end to end talent acquisition process, recording all relevant details (e.g. applicant contact, interview times and dates) and keeping the system up to date at all times
•Review dashboards and other reports to identify and action any necessary system ‘housekeeping’ or compliance requirements e.g. archiving and deleting applications as required, removing duplicate JRs, closing JRs etc
•Escalate any issues and risks, as appropriate so that they can be appropriately tracked and managed.
Projects
•Prioritise execution of running projects e.g. 2013 PEEV Remediation Project
•Develop a robust understanding of PEEV audit requirements and work backwards to establish gaps and build action plans in collaboration with TAS team
Qualifications & Skills
Essential
•Bachelors degree
•Track record of working successfully within an administrative environment, preferably within Talent Acquisition / HR (in-house or search firm / consultancy)
•Excellent accuracy and attention to detail
•Track record of working successfully in a very organized way, multi-tasking, prioritising, managing data, and setting and achieving deadlines
•Able to deal with a high volume of work, remaining positive when working under pressure and to tight deadlines
•An excellent communicator, able to build strong relationships with internal and external customers
•Flexible and customer focused approach
•Good written and verbal skills (sound grammar and attention to detail in written communication)
•A strong ability and desire to work as and be part of a team
•Able to think laterally / solve problems
•Good working knowledge of MS Office applications (Word, Excel, Office)
Desirable
•Knowledge of / exposure to relevant employment legislation (e.g. data protection)
•Knowledge of HR MIS and Recruitment Management Systems (e.g. PeopleSoft, SAP, Taleo)
•Proven experience in working in a complex matrix, with a broad base of cultures, dealing with demanding and fast-paced client groups.
APPLY
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