Administrative Assistant - Recruitment

Location UK-Eton/Windsor


To provide administration support to the UK and EMEA Senior Recruiters. Based in our Eton office, the Recruitment Administrator will be required to:



  • Prepare New Requisition forms as instructed by the Senior Recruiter
  • Schedule and coordinate initial screening assessments for candidates, and generate auto responses using the recruitment system (ICIMS)
  • Clearly and effectively communicate recruiting procedures, detail, and status to candidates.
  • Use online job boards to look for new candidates and make initial contact via email
  • Create candidate profile sheets
  • Coordinate and schedule the undertaking of reference checks by managers
  • Coordinate and schedule candidate interviews with Line Managers
  • Act as first point of contact for incoming calls to the department and handle in a professional and timely manner
  • Greet interview candidates
  • Create new hire inductions and manage on-boarding of new starters
  • Communicate new starter details to the relevant staff/departments
  • Liaise with Line Managers to coordinate and prepare new starter induction schedules and information packs and add new starter information to the in-house system.
  • Post job advertisements on internet job boards
  • Update recruitment SharePoint site
  • Ad-hoc candidate generation/sourcing
  • Format new job descriptions and advertisements
  • Assist with the coordination and administration of recruitment campaigns (attendance at on-site/off-site events including overseas may be required)
  • Ensure all recruitment documentation is filed accurately and in line with compliance
  • Make travel arrangements for the Senior Recruiters and candidates as necessary
  • Diary Management for the Director of Recruitment
  • Raise purchase orders and check invoices, seeking authorisation appropriately
  • Book and prepare meeting rooms and refreshments for on-site/off-site meetings and interviews
  • Organise video conferencing as requested
  • Keep electronic library of job descriptions and job advertisements
  • Keep an organised and accurate electronic central repository of candidate information for the UK office.
  • Create and maintain weekly job status update reports – pulling data from the recruitment database, and formatting in Excel
  • Create source reports to assess advertising effectiveness
  • Provide cover to reception (approx. 1-2 hour per week) and during absence on an informal rota basis
  • Provide additional support to the Administration team as and when requested
  • Undertake ad hoc duties and projects as required by the ASG Supervisor and Senior Recruiter


  • First class communication skills complemented by high standards of work and presentation will be required at all times.
  • Regular interruptions during the day are the norm for this job and the post-holder will need to be well organised and keep accurate records to enable satisfactory work performance. The post-holder will also need to be very flexible and be able to manage several tasks at the same time.
  • The role requires the following characteristics:
    • Strong organisation/planning skills
    • Proactive
    • Initiative
    • Ability to multi-task
    • Flexible / adaptable
    • Responsible
    • Diligent
    • Team player
    • Business acumen
    • Attention to detail
    • Dependable
  • Intermediate / Advanced Microsoft Office skills are essential.
  • Excellent oral and written communication skills are essential.
  • A good team player who can work using own initiative and often with minimal supervision.
  • Self-motivated and possessing strong planning skills, demonstrating high attention to detail; is accurate, numerate, literate and articulate.
  • Professional in demeanor with a pleasant telephone manner
  • Ensure adherence to Data Protection Act at all times.
  • At least 5 years administrative experience, preferably within a similar department.

About InterSystems

InterSystems is the power behind some of the world’s most important applications. With a passion for excellence and a focus on client success, InterSystems provides data management, strategic interoperability, and analytics platforms used in healthcare, financial services, government, and other industries. In selected countries, InterSystems also offers unified healthcare applications, based on its core technologies, that deliver on the promise of connected healthcare.

Our technology is great, but it’s our people that really make the difference. At InterSystems you’ll be surrounded by smart, hard-working people with an innate love for tackling challenges.

Come innovate with us

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