Finding your next talented team member is no easy feat. People and Culture teams are tasked with the all-important role of fostering a happy and healthy working environment to support the culture and values that are of increasing importance to job seekers. To complement their hard work, an external recruitment agency is often needed to ensure that vacant positions, newly created roles, restructures or growth can be supported quickly to find the right people for both the job requirements and the organisation - and that meanwhile, the candidates involved receive the best experience possible in the process.

How does a recruitment agency work? 

Recruitment agencies act as an intermediary between jobseekers and employers to support faster hiring processes, sourcing and updating candidates, specialised market knowledge, best-practice recruitment methods, and extended reach into the most talented people around on the clients’ behalf. All things that can ultimately be time and cost consuming to businesses both short and long term, recruitment agencies are paid by the organisation that is hiring – most commonly as a fee on the candidate’s first year salary.

What are the business benefits of working with a recruiter? 

Recruiters can support HR, People & Culture teams and Hiring Managers to ensure stability and agility in their existing workforce requirements, along with any future planning. Recruiters can also provide temporary staffing solutions in events such as annual leave cover, sick cover, project support... the list goes on. Business Improvement Manager at UAP Company, Faye Kakia explained how working with a recruiter supports her workforce planning.

"Working with Asli helps me keep focused on my day-to-day responsibilities, leaving the recruitment to the expert. I know exactly what to expect from the first meeting where clear guidelines and timeframes are set and my expectations are established based on markets conditions. Quite often, Asli will have someone in mind during that first discussion because she knows her candidates, and she understands UAP."

Pre-qualified candidates 

With access to a close network of pre-screened, talented individuals, recruiters have strong existing relationships with people looking for both temporary and permanent roles - often available at a day's notice to step in and get the job done. Recruiters work with candidates to understand their long-term goals, the company culture that they're looking for and to provide a match that will benefit both the employer and the candidate long term. 

Access to the market’s most talented people 

With access to existing pools of pre-screened and qualified talent, recruiters conduct regular career conversations to remain on the pulse when it comes to who is looking, where they're looking, and what they're looking for. Recruiters also understand competitor movements, they have knowledge of comparable benefits, and they can approach passive candidates in the marketplace. The added bonus is that recruiters know how to build on a client’s brand, culture and values to tell a story - with access to more channels to share your brand than just a SEEK ad. 

Quick turnarounds 

Turnaround times in the recruitment process are critical to both candidate experience, and business performance. Recruiters have the time and resources to ensure fast responses, frequent communication and quick turnaround to fill vacant roles with outstanding candidates. They also provide solid timelines for candidates to manage expectations, give clear feedback and ensure that every candidate experience is a positive one.  

Things to keep in mind when working with a recruitment agency 

Move as quickly as you can and listen to the recruiters advice 

All too often, we see businesses miss out on incredible candidates by not moving fast enough when organising a first or second round interview.  It’s all about balancing your internal processes while prioritising the candidate’s time – it’s likely they’re taking other interviews and speaking with other organisations too, and you don’t want them to have already received another offer before you’ve even made time to meet them. 

Work to the timelines they recommend

When working with a recruiter, they will ask you to commit to a timeline. Think of it as a mini project-plan of the steps required to fill the role. Key points in the timeline will include them presenting you their candidates, shortlisting, first and second round interviews, feedback, and if all goes to plan - a date of when an offer should be made. Allow them to guide you on when is a reasonable timeframe for all of this – if they have candidates ready to go, you may be able to move faster than if it’s a tough market for which a more thorough search is required. Timelines are also critical to candidate experience, as it enables the recruiter to manage expectations on when they can expect responses from your end. It also enables you more transparency and oversight of when deliverables can be expected, along with a backdate to plan around for the onboarding of your new team member. 

Be reasonable and responsive during the offer process

Recruiters and businesses alike want to provide an excellent experience for all candidates involved in your search, and the best way to do this is through quick, transparent communication. Your recruiter can advise you on market conditions, and should have also advised you on offer process at the start of your recruit.

More on candidate experience… 

Candidates receiving a lack of communication is commonly regarded to be one of the worst things about job seeking. From the initial application all the way through to the offer process, it’s essential to maintain consistent communication with your recruitment agency, which they can then relay back to the candidate. Not only is it important to provide recruitment agencies with quick responses in order for them to keep candidates informed and updated, it’s also helpful to provide feedback on the candidates. Interviews are a really important learning experience for jobseekers, and when they aren’t successful in a role, it’s a big help for them to understand why, and where they can improve, so they can learn moving forward. Trust your recruitment agency to pass this sensitive information on with respect, care and consideration for the candidate’s situation – it’s what they’re here for. 

Be in touch with the desired benefits of the role and your Employee Value Proposition

You will be likely be asked questions surrounding this during the interview or offer process, and having the right benefits, perks and culture initiatives in place can go miles towards landing top talent.

And finally... Be open to their advice! 

Recruiters know what it takes to attract and retain top talent, and have invaluable insight into workforce planning. They have a knack for identifying talent and culture fit, and if they've put someone forward for a role you wouldn't have otherwise considered - hear them out on why. Faye Kakia, Business Improvement Manager at UAP Company shared her thoughts on how working with a recruiter supports their internal processes. 

"We don’t have an internal recruitment expert, so we rely heavily on the consultancy provided by Asli. As soon as I’m aware of a recruitment need, Asli has a timeline worked out, we have meetings booked, and I know exactly what to expect and when, allowing us a smooth transition between employees. It really is a seamless process."

Currently, Australia is experiencing the most competitive candidate market since 2016, with job ads being at an all-time high, and job seeker supply at an all-time low. This means that time is truly of the essence during the recruitment process. Businesses need to move swiftly to attract and land talented workers - and it can be difficult to do this while maintaining a seamless candidate experience for all involved. A good recruiter can ensure that your brand’s reputation is upheld by providing solid timeframes, feedback dates, and frequent, consistent communication to candidates on your behalf.