RECRUITMENT COORDINATOR

Hybrid

Working closely with the HR Manager, this role plays a key part in delivering an efficient, organised and supportive HR function across Infinityblu.

The role takes ownership of the full recruitment process, both internally and externally, working collaboratively with operational teams, practice managers, wider business departments and external recruitment agencies to attract, recruit and appoint suitable candidates.

Responsibilities also include coordinating employee sponsorship arrangements and overseeing the onboarding and induction process, ensuring a smooth and consistent experience for new employees.

Alongside recruitment, the role provides support to the HR Manager across shared departmental responsibilities, including employee relations, HR administration, compliance, policies and procedures, and general HR support to managers.

Overall, the position combines responsibility for recruitment and onboarding with wider HR support, contributing to a professional, consistent and people focused HR function across Infinityblu.

Working Pattern: The fixed hours will be 33 hours per week, Monday, Wednesday, Thursday, Friday 08.15-17.00

Key Responsibilities

Recruitment and Candidate Management:

• Manage and coordinate the full recruitment process for internal and external vacancies, working closely with the HR Manager, Practice Managers, Regional Operations Managers and wider business departments to establish recruitment requirements and progress vacancies through to appointment.
• Coordinate vacancy advertising across recruitment platforms, including Indeed, the Infinityblu Careers page and social media, collaborating with the Marketing team to maximise visibility and attract suitable candidates.
• Proactively source and engage potential candidates through job boards, professional networks, recruitment events and other appropriate channels.
• Liaise with external recruitment agencies, coordinating candidate introductions, recruitment opportunities and ongoing communications in collaboration with the HR Manager.
• Manage candidate enquiries and communications across recruitment platforms, direct email and the Recruitment inbox, ensuring timely responses and a positive candidate experience.
• Coordinate candidate shortlisting, interview arrangements and communications, participating in or minuting interviews where required.
• Ensure interview documentation, practical assessments and recruitment records are maintained, reviewed and completed appropriately for all roles.
• Coordinate recruitment offers, including confirming agreed appointment details and communicating verbal offers to successful candidates.
• Provide regular recruitment progress updates to the HR Manager, HR team and SMT as required.

 Sponsorship and Recruitment Compliance:

• Act as the first point of contact for sponsorship enquiries, coordinating the sponsorship process and associated requirements in collaboration with the HR Manager and wider HR team.
• Manage and oversee Disclosure Scotland processes for all employees, supporting compliance requirements across regulated and non regulated roles.
• Maintain Disclosure Scotland counter signatory status, manage the Disclosure Tracker, upload completed disclosures to ELMO and notify Disclosure Scotland of relevant leavers holding Level 2 PVG memberships.

 Onboarding and Induction:

• Take responsibility for coordinating and overseeing the onboarding process for all new starters, ensuring a consistent and welcoming introduction to Infinityblu.
• Prepare and issue employment offers, contracts, reference requests and associated new starter documentation, liaising with the HR Manager where required.
• Ensure all onboarding documentation, including information required for payroll, is accurately completed, collated and submitted within the appropriate timescales.
• Coordinate employee inductions with Practice Managers, Regional Operations Managers and relevant departments, ensuring induction schedules, training plans and supporting documentation are prepared and communicated.
• Monitor the completion and return of induction documentation, ensuring all relevant records are accurately maintained and uploaded to ELMO.

Shared Responsibilities

HR Administration and Employee Records: 

• Provide general administrative and operational support to the HR Manager, assisting with wider HR activities and departmental priorities as required.
• Support the HR Manager in maintaining the staff contract log, ensuring individually agreed terms, conditions and contractual arrangements are accurately recorded.
• Maintain and update the employee onboarding and offboarding database, ensuring records are accurate and support effective HR processes.
• Assist with monitoring and responding to general enquiries received through the HR Department inbox, providing timely support or escalating matters appropriately.

 Employee Relations and Employee Wellbeing:

• Support the HR Manager with formal and informal employee relations processes, including disciplinary, grievance, welfare, absence and return to work matters.
• Assist with meeting arrangements, correspondence, preparation of supporting documentation, minute taking, drafting outcomes and monitoring agreed follow up actions.
• Support the HR Manager in liaising with external employment law advisers, coordinating relevant documentation, communicating agreed guidance to managers where appropriate and ensuring actions and outcomes are accurately recorded.
• Assist with the preparation and coordination of Occupational Health referrals, ensuring relevant documentation is completed and submitted appropriately.
• Undertake Mental Health First Aider training and provide additional wellbeing support to employees and practices, including signposting to appropriate support services.

 HR Compliance and Wider Business Support:

• Support the HR Manager with reviewing, drafting and maintaining HR policies, procedures and protocols in line with employment legislation, regulatory requirements and business needs.
• Provide day to day administrative support and guidance to Practice Managers and wider management teams on general HR queries, escalating matters to the HR Manager where appropriate.
• Work collaboratively with relevant departments to support the consistent application of HR processes, effective communication and the smooth coordination of employee related activities.
• Undertake other reasonable duties assigned by the HR Manager, appropriate to the role and scope of responsibilities.

About You

We are looking for a proactive, organised and personable individual with a strong recruitment background, excellent communication skills and a genuine interest in supporting people and the wider business. You will be confident in managing recruitment activities independently, while working collaboratively with the HR Manager, operational teams and practice management to deliver an efficient and professional recruitment and HR service.

Essential Skills and Experience:

• Proven recruitment experience, with the ability to manage multiple vacancies, proactively source and headhunt candidates, shortlist applications and coordinate recruitment through to appointment.
• Strong candidate attraction and engagement skills, using recruitment platforms, job boards, social media, professional networks and external recruitment agencies to identify suitable candidates.
• Excellent communication, interpersonal and relationship building skills, with the confidence to engage effectively with candidates, recruitment agencies, Practice Managers, senior management and wider business departments.
• Strong organisational, administrative and time management skills, with the ability to prioritise competing demands, meet deadlines and maintain accurate recruitment and HR records.
• Experience within an HR or recruitment environment, with an understanding of recruitment best practice, equality, fair selection processes, UK employment legislation and right to work requirements.
• Experience supporting wider HR activities, including employee onboarding, induction, employee relations administration and the employee lifecycle.
• High levels of accuracy, discretion and professionalism when handling confidential information, with an understanding of data protection and recruitment compliance requirements.
• Confident using Microsoft Office, Google Workspace, recruitment platforms and HR systems, with the ability to quickly learn systems such as ELMO.
• A proactive, resourceful and solution focused approach, with the ability to work independently, identify recruitment challenges and contribute positively to a collaborative HR team.
• Strong written communication and numeracy skills, with the ability to prepare professional correspondence, maintain accurate documentation and communicate information clearly.
• Experience coordinating recruitment across multiple sites, ideally within a dental environment, with the ability to work effectively in a primarily remote role, demonstrating accountability, flexibility and regular communication with the wider business.
• An understanding of UK visa sponsorship processes and associated recruitment and onboarding requirements.

Desirable Skills and Experience:

• A recognised HR qualification, ideally CIPD Level 3 or above, or another relevant qualification.
• Previous experience working within the dental sector, with a strong understanding of dental roles, professional terminology, regulatory requirements and the specific challenges associated with recruiting both clinical and non clinical dental professionals.
• Knowledge of the regulatory and compliance requirements relevant to dental recruitment, including General Dental Council (GDC) registration, Disclosure Scotland and PVG processes.

Right to Work in the UK:

Please note that we are not able to offer visa sponsorship or a transfer of existing visa sponsorship for this role. Applicants must already have the independent right to work in the UK without sponsorship from Infinityblu and be able to provide appropriate evidence of their right to work as part of our recruitment process.

Work Environment:

Our ideal candidate should be based within Perthshire, Stirlingshire, Fife or the Borders.  The role is primarily remotely based, however some travel may be required for job fairs and recruitment events throughout Scotland and some travel to our practices may be required at times.