OBJECTIVES KEY RESULT AREA ACCOUNTABILITIES KEY TASKS

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1 JOB TITLE: Recruitment and Office Coordinator EFFECTIVE DATE: July 2015 REPORTS TO: Directors ACCOUNTABLE TO: Directors PURPOSE OF POSITION The purpose of this position is to provide a high level of customer service to all callers and visitors to the office and to provide a high level of recruitment assistance to the Consultants. OBJECTIVES KEY RESULT AREA ACCOUNTABILITIES KEY TASKS Office Administration Management of all office administration processes Act as the first point of contact for all callers and visitors to the office Manage the main office inbox - acknowledge and respond to all incoming queries and general correspondence Update and maintain the AAO s, office procedures manual, main control file and bid tracker spreadsheet Compile minutes of staff meetings, as required Schedule staff and target account meetings Arrange catering/refreshments for in- house client and staff meetings Arrange client luncheons as directed by the Consultants Maintain the boardroom and interview rooms using the Outlook Calendar Reconcile petty cash Maintain cupboard in stationery room, ensuring files are regularly cleared out and the appropriate

2 Consultant Support / Recruitment Administration Supports the Consultants to provide a professional and efficient service to candidate and client alike documents are scanned and saved in Job Adder Arrange for files over 3 years old to be collected and stored at Recall (annually) Reconcile the telephone accounts and City Stop account on a monthly basis Liaise with our external IT provider with regards to any IT issues Organise gift for candidate s first day including wine orders Ensure the stationery cupboard is adequately stocked at all times and take responsibility for stationery orders including business cards Print and compile marketing brochures as required Manage Candidate Eligibility procedure, ensuring all candidates meeting or interviewing with a consultant provides their proof of eligibility to work in NZ. Conduct weekly follow ups on missing forms and passports Responsible for office and equipment maintenance, liaison with building management and relationship management with all suppliers Maintain Client and Candidate Feedback spreadsheet, follow up outstanding forms on a weekly basis and collate data each 3 months for the Directors. Refresh testimonials on website quarterly Maintain familiarity with job listings so all enquiries can be directed to the appropriate Consultant promptly Conduct thorough searches of the candidate database, LinkedIn and Seek profiles for each designated assignment as directed by the Consultants Manage written communication with candidates throughout the recruitment process, ensuring all appropriate acknowledgement and decline letters or

3 Candidate Management Database Management Assists in the attraction of highly skilled candidates, using promotional and advertising opportunities and the provision of a professional service in order to market McLaren Associates as a desirable company to register with Actively maintains the Job Adder database to ensure clarity and consistency of information regarding candidate and client information s have been sent Conduct background checking on preferred candidate(s) as required Manage advertising requirements, ensuring all active vacancies are posted on the McLaren Associates website and other media through Adcorp as directed by the Consultants Conduct regular searches of job boards and print relevant roles for discussion with the Consultants Produce client reporting at the completion of each recruitment assignment Generate invoice/statement using Xero, customer feedback s and letters of congratulations when placement is confirmed Dicta typing of documents as required Liaise with clients and candidates regarding interview times Manage the placement follow up for candidates - ensure 1st day, 1st month, 2nd month, 3rd month and 6th month (if appropriate) are entered into the relevant Consultant s diary Assist to produce Expressions of Interest and Proposals in the required timeframes Phone screen candidates in line with the Consultant s and client s expectations Conduct verbal references as directed by the Consultants Ensure the database is kept up to date in regards to all candidate and client interactions Open new job files in Job Adder Close completed job files in Job Adder and ensure the successful candidate is attached to the role Load all pertinent candidate information into Job Adder i.e. availability, job related comments,

4 Communication / Relationships General Develops strong internal relationships with all staff within McLaren Associates to identify and allow for continual improvement and opportunities to enhance the McLaren Associates brand Develops strong external relationships with candidates candidate care, service calls, skills coding and salary expectations Load all pertinent client information into Job Adder as directed by the Consultants Ensure all relevant documents are attached to client, candidate and vacancy records i.e. CVs, position descriptions, advertisements, proposals Manage ad hoc database projects, as required Actively participate at company and team meetings Open communication surrounding candidates preferred requirements Make suggestions for improvements Participate in company led incentives around teamwork and communication Prepare drinks for Clients and Candidates coming into the office Collect the mail from the PO Box and distribute each morning Collect and post all outgoing mail at the end of each day Get milk and supplies from City Stop as required Wash dishes at the end of each day Ensure the office is kept clean at all times and vacuum as required Empty all office rubbish bins at the end of each week Arrange for the confidential bin to be collected and contents shredded as required Arrange Christmas e-cards to be sent out Act as the Fire Warden for the floor Other duties as directed by the Directors

5 PERSON SPECIFICATION A strong administrator with an eye for process and continuous improvement Experience working in a sales or client service oriented environment Competent user of IT including the Microsoft Suite and database management Operates as an effective member of the team Takes ownership and accountability for own work and requires minimum supervision Strong relationship building skills Outstanding written and verbal communication skills Strong attention to detail Cheerful disposition with a pleasant and polite manner Punctual and reliable Self motivated Methodical Proactive, willing and flexible Deadline oriented with strong time management abilities Demonstrates a sense of urgency Demonstrates a high level of initiative, judgement, integrity and confidentiality Experience within a recruitment environment (agency or internal) and/or knowledge of the recruitment process would be advantageous

6 COMPANY STANDARDS McLaren Associates staff must always present themselves in a professional manner and in accordance with the company dress standards Staff should always monitor their language and conduct around the office. It is particularly important to note the noise levels as other staff members may be on phone calls to clients or candidates. Work areas should be as neat and tidy as possible McLaren Associates requires all staff to be flexible in their attitudes. We should all be prepared to pitch in, as and when necessary as we all rely on each other to be successful There is no such thing as a mistake within McLaren Associates but instead what we call learning and development opportunities. We encourage open communication between all staff so that we can learn from each other. All feedback should be positive and relayed in a constructive manner. Cover-ups will not be accepted as they impact on our clients and candidates and do not foster the levels of trusts we need to have with our clients All spending of company funds must be approved by a Director of the company prior to the cost being incurred

7 PERFORMANCE OUTCOMES All clients and candidates visiting the office are offered refreshments and treated in a professional manner All calls are answered and responded to/redirected efficiently and as appropriate Consultants are fully supported in their recruitment activities and report confidence in the accuracy and timeliness of support received All activity is updated in the database on a daily basis All advertising is accurate, free of any errors and any costs payable by McLaren Associates are approved by a Director McLaren Associates standard of candidate care is maintained All candidates undergo the full McLaren Associates recruitment process prior to representation to clients to ensure clarity of work history and role suitability All placed candidates have two fully completed verbal references and relevant background checking has been undertaken All candidates put forward for a role receive timely updates on role status and all unsuccessful candidates to be aware of what McLaren Associates will do for them going forward All candidates to be placed on the monthly contact cycle to update their job status All post-placement activity is completed and all clients and candidates are contacted regularly, particularly throughout the guarantee period Feedback received from candidates and clients with regards to their dealings with the Recruitment / Office Administrator is positive and there are no complaints received The office and reception area is clean and tidy at all times Office supplies are maintained and kept fully stocked

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