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Recruitment of an Administration Assistant

How we recruited an Administration Assistant for a property valuation and advisory group

Our client

Our client is one of the largest independent property valuation and advisory groups in Australia. They have been providing specialist valuation services for the past 50 years.

Location - Subiaco, WA
Industry - property valuation
Size - 750 employees

We applied our three-phase service delivery model for this recruitment drive.

How we recruit superstars

Video job advertisement

Social media algorithms favour videos over still content, so we create video advertisements for all vacancies to help source our candidates.

We take full advantage of this unique and highly effective form of candidate sourcing in order to reach the right candidate at the right time.

We post our videos on Twitter, LinkedIn and Facebook. They are posted on these platforms 10-20 times, based on relevance. Our videos typically receive over 1,000 views within the first 24 hours.

Job advertisement

We constantly refresh, rewrite and reformat our job advertisements to optimise the quality of applications received. Our approach is aggressive - we post around 20 advertisements for every permanent job. Advertisements are posted on:

Job boards - Seek, Adzuna, Glassdoor, Indeed and Jora
Social media - LinkedIn, Facebook and Twitter
11 Recruitment's website

On average, our advertisements receive over 100 applications and perform well above the market benchmark for Seek, shown in this graph.

Administration Assistant

Professional organisation with strong market reputation
Fast-paced, team-oriented environment
5 positions available

The role

Your primary job duties will be researching, registering, and booking evaluations for the team. This is a fast-paced environment, so they are seeking a diligent, reliable, and stable administrator to provide superior support to their specialist team. 

The duties for this role will include:

Data entry of job details, including customer information
Booking and organising property valuations with customers
Managing valuation appointments in valuer's calendars
Conducting property-related document searches
Managing customer enquiries
General office administration as required

About you

The successful candidate will have:

Experience in an office environment
Exceptional customer service skills and confidence on the phone
The ability to be team player, and be willing to help others achieve results
The ability to work efficiently under pressure and perform to tight timelines
A steady work history 
Adaptability, self-motivation and will be a fast-learner

About our client

Our client is one of the largest independent property valuation and advisory groups in Australia. They have been providing solutions of superior quality for the past 50 years, and they are seeking an Administration Assistant to support the team in reaching their goals. 

If you are a reliable worker with a strong customer-focused work ethic, please apply and attach a cover letter outlining your suitability for the role. 

Assessment Matrix design

Our in-house designed, custom made software generates an Assessment Matrix, which is our blueprint for the recruitment process. Our process consists of screening, interviews, document verification, skills testing, personality profiling and reference checks.

Ticks indicate the point at which each criteria is addressed. More importance criteria are checked multiple times throughout the recruitment process.

Selection criteria	Screen	Interview	Docs.	Profiling	Refs.
Experience
High volume data-entry	✓	✓			✓
Office environment	✓	✓			✓
Face-paced / high-pressure	✓	✓			✓
Travel management - Google Maps and knowledge of Perth metro	✓	✓			✓
Typing accuracy - 95%	✓	✓			✓
Other
Work location - West Perth	✓
Verify LinkedIn vs CV	✓
Accept expected salary ($150k)	✓	✓			✓
Pre-employment medical checks	✓	✓			✓
Previous warning of termination?	✓	✓			✓
Behaviour
Stable work history; long-term work	✓	✓		✓	✓
Seeking fast career progression	✓	✓		✓	✓
Attention to detail	✓	✓		✓	✓
Confident on the phone	✓
Dominance - 65%		✓		✓
Influence - 55%		✓		✓
Steadiness - 35%		✓		✓
Compliance - 38%	✓	✓		✓	✓
Forms signed
Health / police check			✓
Signed document - tell the truth			✓
Docs verified
Driver’s licence	✓		✓
Citizen AU / NZ or PR	✓		✓

DISC profiling

Similar to people, jobs have their own behavioural profile that is based on duties, environment and communication. We create a profile for every job vacancy, enabling us to match an applicant's behaviour against that of a specific role.

We use DISC, which examines the following attributes:

Dominance - accomplishing results, the bottom line, confidence
Influence - persuading others, openness, dependability
Steadiness - cooperation, sincerity, dependability
Compliance - quality, accuracy, expertise

DISC profile - Administration Assistant

This role requires an individual with a calm approach who will be able to manage a range of routine tasks with ease and efficiency. Such an individual will be able to manage their time to ensure that all tasks are completed in a smooth and timely fashion.

A methodical approach to work and the preference for a structured routine within a relatively stable environment are important aspects of the role. These may require the development and maintenance of systems or procedures, requiring the person to be impartial, yet precise about what they do.

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This position would best suit the type of person who is genuinely friendly towards others, and concerned about the welfare of fellow workers. The person should be steady and reliable and keen to provide a service.

Such an individual should be content with an unchanging routine and be amenable to receiving instructions from others, preferring not to be giving the instructions. The role requires someone who will tolerate doing repetitious work over an extended period of time without getting bored.

This role requires the type of person who is determined about doing the job well. With an inclination to be a specialist, the person needs to be motivated by security together with acceptance by his/her colleagues and the satisfaction of getting a job well done.

The individual would be the type of person who is methodical and painstakingly careful whilst being comfortable following rules and procedures thoroughly. This type of individual would be able to demonstrate the ability to take an objective viewpoint and put personal opinion aside, following the procedure regardless. This requires someone with the determination to complete the job thoroughly; in other words someone who is capable of ‘dotting the (i’s) and crossing the (t’s)’.

The role calls for an individual who would be comfortable working in the background in a supportive role rather than be in the limelight and receiving the credit for the work one.

The need for precision and accuracy is paramount and the individual should be satisfied to concentrate on repetitious work over an extended period of time. He/she should prefer an environment where the work is predictable and there are unlikely to be any sudden dynamic changes.

Admin Assistant

Shortlisted candidates

Candidate A

Candidate B

Candidate C

Behavioural adaptation by candidates to match the job profile:

Candidate A

Candidate B

Candidate C

Results

Our aim is to produce a strong shortlist by sourcing widely. We measure every stage in our recruitment process to ensure we meet this key objective.

Our service comes with an extended 18-month replacement guarantee. This guarantee means our interests are mutually aligned - to recruit high achievers who will excel and stay.

Applications received

568

Interviewed by 11 Recruitment

Shortlisted

Interviewed by client

Hired

Feedback

"I have had the pleasure of working with Ashleigh as an employer on multiple occasions. She has always understood the brief perfectly.

She is extremely thorough in her process and is professional yet friendly, warm and approachable. She is in some ways an extension or our team.

I highly recommend Ashleigh, Christian and the 11 Recruitment team."

Maddy Ledger

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