Job Description

Human Resources Johannesburg, South Africa Publicis Groupe Intermediate Hybrid 7/7/2025 115092

Overview

Job Purpose:

The Talent Acquisition Administrator provides essential administrative and operational support to the Talent Acquisition team, playing a crucial role in ensuring the efficient and smooth running of recruitment processes across Publicis Groupe Africa. This role is fundamental in supporting a positive candidate and hiring manager experience by meticulously managing data, co-ordinating logistics, and contributing to the overall effectiveness of the talent acquisition function.

Responsibilities

Key Responsibilities:

1.Recruitment Administration & Co-ordination:Interview Scheduling: Efficiently coordinate and schedule interviews (virtual and in-person) between candidates, hiring managers, and interview panels, managing calendars and sending confirmations. Candidate Communication: Manage all routine candidate communication throughout the recruitment lifecycle, providing timely updates, responding to inquiries, and ensuring a professional and positive experience. Job Posting: Prepare, format, and post compelling job advertisements on various online platforms, job boards, internal career sites, and social media, ensuring brand consistency and accuracy. Application Management: Monitor incoming applications, ensuring they are accurately categorized and routed within the Applicant Tracking System (ATS). Offer Letter Support: Assist with the preparation of offer letters, employment contracts, and new hire documentation, coordinating with the HR Operations team for seamless onboarding handovers. Background Checks & References: Initiate and track background checks, qualification verifications, and professional reference checks as required, ensuring timely completion.

2. Applicant Tracking System (ATS) Management:Data Entry & Integrity: Maintain and update candidate records in the Applicant Tracking System (ATS) with meticulous attention to detail, ensuring data accuracy, integrity, and compliance with data privacy regulations (e.g., POPIA). Reporting Support: Assist in generating basic reports from the ATS on recruitment metrics such as candidate pipeline status, source of hire, and time-to-hire. System Optimisation: Support the TA team in leveraging ATS functionalities to improve efficiency and candidate experience.

3. General Administrative Support:Documentation Management: Organise and maintain recruitment-related files and documentation, both physical and electronic, ensuring easy retrieval and compliance. Vendor Coordination Support: Assist with administrative tasks related to vendor relationships, such as submitting invoices or tracking service agreements for recruitment platforms and job boards. Ad-hoc Support: Provide general administrative support to the TA & Talent Branding Lead and the wider Talent Acquisition team as needed.

4. Compliance & Data Privacy:Ensure all recruitment administration activities comply with company policies and relevant South African labour laws and data privacy regulations (e.g., POPIA). Maintain strict confidentiality of all candidate and company information.

Key Interfaces:Internal: TA & Talent Branding Lead, Talent Acquisition Specialists, HR Business Partners, HR Operations Team, Hiring Managers, Candidates. External: Candidates, Recruitment Agencies, Job Board Representatives, Universities (for administrative tasks).

Qualifications

Qualifications:

National Diploma or Bachelor's degree in Human Resources, Business Administration, Communications, or a related field.

Experience:1-2 years of experience in an administrative, coordination, or support role within Human Resources, Talent Acquisition, or a fast-paced office environment. Prior experience working with an Applicant Tracking System (ATS) is highly desirable. Familiarity with basic recruitment processes is an advantage.

Additional information

Skills & Competencies:Organisational & Time Management: Exceptional ability to manage multiple tasks, prioritise effectively, and meet deadlines in a fast-paced environment. Attention to Detail: Meticulous approach to data entry, record-keeping, and process adherence, with a high level of accuracy. Communication Skills: Excellent written and verbal communication skills, with a professional and engaging tone suitable for diverse stakeholders. Tech Proficiency: Comfortable and proficient with HR systems (ATS), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and virtual meeting platforms. Problem-Solving: Ability to identify and resolve routine operational issues efficiently. Interpersonal Skills: Strong ability to build rapport and communicate effectively with diverse individuals, ensuring a positive experience. Confidentiality: High level of discretion and integrity when handling sensitive candidate and company information.

Personal Attributes:Service-oriented: Committed to providing excellent administrative support and ensuring a positive candidate and hiring manager experience. Proactive and self-motivated, with a strong willingness to learn and adapt. Collaborative team player with a positive attitude. Highly organised and structured in approach. * Reliable and dependable.