Offshore Virtual Assistants (OVA), a well-respected Australian Outsourcing company is seeking a highly organised and detail-oriented HR & Recruitment Admin Assistant for our client in the Water Control Solutions industry. This role involves managing recruitment functions, repetitive HR administrative tasks, maintaining records, and ensuring the smooth running of HR operations.

Key Responsibilities:

Recruitment Support

• Assist in the creation, and posting of job ads on various job sites like Seek, Indeed, LinkedIn
• Monitor incoming applications and screen according to criteria, and send forward to reviews
• Book shortlisted candidates for the first round of interview
• Manage calendar booking for interviews of all stages
• Conduct reference checks as required and send on-demand testing as requested by the manager. 

HR Administration & Support

• Assist in drafting and formatting employment contracts and job descriptions.
• Maintain the Position Description Folder with good control
• Maintain and update the HR system with relevant employee details.
• Manage the leave calendar and ensure accurate tracking of absences.
• Send the required information to payroll for processing.
• Support in the creation of HR systems. 
• Support with implementation of onboarding calendars and monitor them for completion.

Office Administration & Data Management

• Perform data entry and maintain accurate records.
• Conduct spreadsheet analysis and generate reports as needed.
• Assist in creating and managing forms, documents, and templates.
• Document processes and systems for HR and administrative functions.

Diary & Email Management

• Organise and manage the client’s schedule, including setting up meetings and appointments.
• Handle recruitment correspondence, ensuring timely responses and appropriate follow-ups.

Training & Reporting Support

• Assist in the preparation of training materials and resources.
• Support the creation of reports and presentations for internal meetings.

Tools and software 

• Excel 
• Microsoft 365
• Employment Hero 

Qualifications and skills required

• Degree in Human resources, office administration or equivalent
• Previous experience in HR administration or general office administration.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and HR software tools

Key Requirements and Key Selection Criteria:

• Experience with Australian Recruitment Job boards – Seek, LinkedIn, Indeed – screening on job boards & shortlisting
• Experience in recruitment process i.e. booking candidates in for interviews (they will not be screening them on the phone, I will) but will book me in for the conversation
• Excellent technological skills – HR systems, Microsoft Forms, Outlook Calendars, Excel sheet, Word formatting
• Can-do attitude – Wants to give it a try and problem solve when needed, and is proactive
• Excellent and confident communication skills
• Strong attention to detail and ability to handle confidential information.
• Excellent English communication skills and ability to work independently.
• Strong organisational skills with the ability to manage multiple tasks effectively.