Client Background:
Our client, a technical training organisation, had been operating for six months. Their mission was to deliver high-level training in a complex market. As the team settled into their roles, they encountered a growing list of administrative tasks. The fast-paced nature of the business meant that new responsibilities kept cropping up. Despite their capability to handle their own hiring, time constraints became a critical issue. With various people needing administration support it became clear that the role would be difficult to define.
The Challenge: Balancing Administrative Demands and Interruptions:
The team faced a mounting workload—administrative tasks piling up like unread emails with no time to set aside to look at advertising for more staff. The constant stream of new responsibilities, combined with occasional phone calls, disrupted their workflow. They needed a solution—a full-time employee who could handle the reception and customer service aspects while also possessing strong administrative skills.
Creating a position description for this multifaceted role even proved challenging. It wasn’t a cookie-cutter position; it required adaptability. Recognising the urgency, they collaborated with an external HR consultant who understood the delicate balance between customer service, administration, and adaptability. Together, they crafted a comprehensive position description and went to market via Job Boards.
Advertising Challenges:
They had a good response to their advertising campaign; however, their time constraints meant they faced new challenges:
- Speed of Hiring: Good candidates were snapped up quickly by other employers. The client couldn’t move swiftly enough to secure these valuable candidates. Calendar conflicts made it difficult to set interview times, resulting in missed opportunities for exceptional applicants.
- Competition: The market for administrative roles was competitive. Standing out and attracting the right talent required a strategic approach.
After five weeks they were back to square one.
Solution Implemented:
Working with Recruitment Central, the client engaged us in thorough discussions with to address their immediate needs. Here are the steps we took:
- Customised Approach: We recommended potential adjustments to work hours and days to attract the right temporary candidate while aligning with the client’s budget. Temp hourly rates are higher than paying someone directly. Flexibility was key to finding the perfect fit.
- Streamlined Communication: We implemented a process to facilitate smoother communication between the client and potential candidates. Clear communication ensured a seamless onboarding experience for both parties.
- Thorough Evaluation: We assessed each candidate’s skills, enthusiasm, and adaptability. Our goal was to identify someone who could quickly integrate into the team.
Candidate: A Perfect Fit:
The candidate we placed was in a unique situation. She had previously been in roles where she didn’t feel valued. The businesses she worked for preferred a “sit in the box” persona, whereas she wanted to contribute actively and be part of a team. Here’s what made her an exceptional fit:
- Part-Time Opportunity: Working part-time allowed her to attend interviews without disrupting her current role. This flexibility was crucial for her job search.
- Diverse Skill Set: She brought a wealth of experience to the table. Having been an executive assistant, run a small business, and worked in various administrative and accounting roles, she offered versatility.
- Customer Service Acumen: Her background in customer service complemented the team’s needs. She understood the importance of client satisfaction.
- Family Support: Beyond work, she valued the opportunity to support her family through activities like school events. Flexibility mattered to her and the part-time hours were a perfect fit.
Outcome Achieved:
The temporary employee seamlessly transitioned into the administrative role. Her outstanding skills and enthusiasm quickly caught the client’s attention. Within just six weeks, she became an integral part of the team. The client saw her as a perfect fit and offered her a permanent position.
This experience underscores the value of teamwork, flexibility, and effective communication during the recruitment process. By turning a temporary placement into a lasting hire, everyone benefited.
Conclusion:
Temporary placements aren’t mere stopgaps; they can be transformative. By recognising talent, fostering collaboration, and adapting to unique circumstances, businesses can build lasting success.
