Executive Interview Scheduling Administrator, HR Services

Connect to your Industry

Deloitte is a global leader in professional services and each year we hire over 7,000 talented people into our UK firm so that our people can fulfil the firm's purpose; to make an impact that matters for our colleagues, our clients and for society.

The Resourcing Operations team is part of our Resourcing Centre of Expertise and is integral to our recruitment team. Our purpose is to ‘drive communication, best practice, tools, infrastructure, governance and project delivery to support the evolution and delivery of the resourcing function,’ which we do by collaborating with the leadership team to translate strategy into operational plans, promoting high quality service delivery, managing key projects, mitigating risk, fulfilling audit obligations, and managing vendor performance.

In this role you will have the opportunity to positively impact the experience of candidates, hiring managers and recruiters across the firm. You will work with stakeholders across Resourcing, Risk, wider HR and external vendors to implement project and vendor governance, manage risk and fulfil audit obligations.

Connect to your career at Deloitte

Deloitte drives progress. Using our vast range of expertise, we help our clients' become leaders wherever they choose to compete. To do this, we invest in outstanding people. We build teams of future thinkers, with diverse talents and backgrounds, and empower them all to reach for and achieve more.

What brings us all together at Deloitte? It’s how we approach the thousands of decisions we make every day. How we behave, our beliefs and our attitudes. In other words: our values. Whatever we do, wherever we are in the world, we lead the way, serve with integrity, take care of each other, foster inclusion, and collaborate for measurable impact. These five shared values lead every decision we make and action we take, guiding us to deliver impact how and where it matters most.

Connect to your opportunity

This role plays a vital part in the efficient execution of our senior-level recruitment process. The Executive Interview Scheduling Administrator will be responsible for coordinating and scheduling complex interviews for Director and Partner-level candidates.

The complexities involved—managing intricate interview panel scheduling, navigating the nuances of executive-level communication, and coordinating with Partners, their executive assistants and external search firms—demand a high level of real-time responsiveness and cultural understanding often best achieved through regular telephone interaction.

The reliance on immediate communication channels, including telephone calls, Microsoft Teams, email, and Avature for candidate and requisition workflows, necessitates a deep understanding of local business etiquette and communication norms

The successful candidate will be a proactive problem-solver, possess excellent communication skills, and be committed to providing a best in class candidate experience. This role plays a vital part in the efficient delivery of our senior-level recruitment process, which involves managing confidential information and ensuring compliance with internal processes

Responsibilities:

• Interview Scheduling: Manage the complete interview scheduling process for Director and Partner-level candidates, including scheduling Partnership Committee Panel interviews, coordinating with multiple interviewers (often with conflicting diaries), candidates, and recruitment team members.

Proactively identify and resolve scheduling conflicts, demonstrating flexibility to competing business priorities, high attention to detail and strong problem-solving skills. At times this will require tenacity and a variety of approaches to get the job done in a timely manner, for example picking up the phone to connect with candidates if emails are not being responded to.

• Candidate Administration: Prepare and maintain candidate administration folders, ensuring all necessary documentation is included, such as business case forms, panel paperwork, and approvals. Upload relevant files and emails to candidate folders as requested by recruiters, ensuring full GDPR compliance.
• Feedback Management: Collect and consolidate candidate interview feedback, ensuring all feedback is collated into a single, comprehensive file. Chase outstanding feedback when necessary.
• RAID Log Management: Maintain accurate records of schedules and information and manage the RAID log and for Partner and Director scheduling related issues
• Continuous Improvement: Be curious - identify opportunities to improve the interview scheduling process and enhance candidate experience
• Reporting: Monitor real time reporting and utilise the operational reports to manage candidates through the process
• Partner Portal and ATS Maintenance: Maintain the Partner Portal and ATS (Avature) as required, including organisation of approval documents, business cases and assessment materials
• Mailbox Management: Manage the Partner Candidate shared mailbox providing timely responses and escalations as appropriate
• Pre-Interview Preparation: Ensure all appropriate documentation is in place before interviews, including conducting Global Regulators Checks with candidates.
• SLAs and KPIs: Work to specific service level agreements and key performance indicators, tracking against progress and raising issues (such as bottlenecks) if deliverables are projecting off target.

Connect to your skills and professional experience

• Proven experience in a demanding administrative role, ideally within professional services or a similar corporate environment.
• Exceptional organisational and time management skills with the ability to manage multiple priorities and meet deadlines.
• Excellent communication skills, both written and verbal, demonstrating the highest level of professionalism.
• The ability to engage and interact with executive level stakeholders
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, particularly Outlook, Excel, and Word.
• Experience with Applicant Tracking Systems (Avature) is highly desirable.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• Proactive, problem-solving approach with a willingness to take initiative.

Connect to your business - Enabling Functions

Collaboration is central to everything we do at Deloitte. From IT to HR, marketing and more, our teams help to support the wider business in everything they do. Bringing your individual skills and specialist knowledge, you can make a far-reaching impact. Come join us.

Central business services

We deliver world-class business support services for our people, our clients and our firm. From HR services, technology and digital support and pensions to facilities management, and more - together we are a true enabler for better business.

Personal independence

Regulation and controls are standard practice in our industry and Deloitte is no exception. These controls provide important legal protection for both you and the firm. We are subject to a number of audit regulations, one of which requires that certain colleagues abide by specific personal independence constraints (e.g., in relation to any financial interests and employment relationships). This can mean that you and your "Immediate Family Members" are not permitted to hold certain financial interests (shares, funds, bonds etc.) with audit clients of the firm, and also prohibitions on certain employment relationships (e.g., you are not permitted to hold a secondary employment role with SEC audit clients of the firm whilst being employed by the firm). The recruitment team will provide further detail as you progress through the recruitment process or you can contact the Independence team upon request.

Connect with your colleagues

"The amount of investment in me in terms of training and development has been incredible - it has undoubtedly helped me to progress my career." - Jim, Enabling Functions

Our hybrid working policy

You’ll be based in Cardiff with hybrid working.

At Deloitte we understand the importance of balancing your career alongside your home life. That’s why we’ll support you to work flexibly through our hybrid working policy. Depending on the requirements of your role, you’ll have the opportunity to work in your local office, virtual collaboration spaces, client sites and remotely. You’ll get the chance to meet face to face when needed, while you collaborate and learn from colleagues, share your experiences, and build the relationships that will fuel your career and prioritise your wellbeing. Please check with your recruiter for the specific working requirements that may apply for your role.

Our commitment to you

Making an impact is more than just what we do: it’s why we’re here. So we work hard to create an environment where you can experience a purpose you believe in, the freedom to be you, and the capacity to go further than ever before.

We want you. The true you. Your own strengths, perspective and personality. So we’re nurturing a culture where everyone belongs, feels supported and heard, and is empowered to make a valuable, personal contribution. You can be sure we’ll take your wellbeing seriously, too. Because it’s only when you’re comfortable and at your best that you can make the kind of impact you, and we, live for.

Your expertise is our capability, so we’ll make sure it never stops growing. Whether it’s from the complex work you do, or the people you collaborate with, you’ll learn every day. Through world-class development, you’ll gain invaluable technical and personal skills. Whatever your level, you’ll learn how to lead.

For a full job description please visit our online Deloitte Careers portal.