Talent Acquisition Administrator

Summary of Key Duties and Responsibilities

• Casual Worker and Temporary Recruitment Administration
• Provide full administrative support for the engagement of casual workers and temporary appointments end to end.
• Process casual worker requests and create new or additional assignments within university systems.
• Maintain accurate casual and assignment records, ensuring data quality and compliance with payroll requirements.
• Complete right to work checks in line with UKVI regulations
• Update and validate personal, payroll and assignment information
• Monitor assignment and visa expiry dates and provide timely reminders to relevant stakeholders.
• Liaise with hiring managers to confirm the completion of pre-employment requirements and readiness to commence work.
• Support the administration of timesheets and payment information where required, working collaboratively with Payroll colleagues.
• Produce regular reports to support workforce planning, compliance monitoring and operational activity.
• Recruitment Administration and Candidate Management
• Support the wider Talent Acquisition team with administrative tasks across the recruitment lifecycle
• Support the delivery of a high-quality candidate experience by responding promptly and professionally to recruitment enquiries when required
• Supporting TopDesk Queue Management for general queries.
• Assist the Talent Acquisition team in monitoring diversity and inclusion initiatives, including guaranteed interview schemes and positive action commitments where applicable.
• Operational Excellence
• Contribute to continuous improvement initiatives by identifying opportunities to enhance recruitment processes, systems and candidate experience.
• Work collaboratively with colleagues across Human Resources to ensure a consistent and customer-focused approach to service delivery.
• Maintain a strong understanding of relevant employment legislation, recruitment best practice and University policies.

Education, Qualifications & Experience

• Essential Criteria
• Experience of providing high-quality administrative support within a busy customer-focused environment.
• Strong organisational skills with the ability to prioritise workloads and manage competing deadlines.
• Excellent attention to detail and a commitment to maintaining accurate records.
• Experience of using HR, recruitment or other business systems and Microsoft Office applications.
• Excellent written and verbal communication skills with the ability to build positive working relationships with a range of stakeholders.
• Understanding of GDPR principles and the importance of handling confidential information appropriately.
• Ability to work proactively, collaboratively and flexibly within a fast-paced environment.
• Desirable Criteria
• Experience of working within recruitment, talent acquisition, human resources or higher education environments.
• Knowledge of UKVI processes and immigration-related recruitment requirements.
• Demonstrable commitment to delivering excellent customer and candidate experience.
• Understanding of right to work requirements and recruitment compliance processes.
• If you don’t meet all the requirements, but think you have other applicable experience that would make you a good fit for the role, we would still love to hear from you.

How to Apply

• Applications can be submitted up to midnight (UK time) on Sunday 20th of September 2026.
• Please submit your CV via the Heriot-Watt on-line recruitment system.
• Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised, and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.
• Heriot-Watt University values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .
• Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.

About Heriot-Watt University