Many entrepreneurs are content to seek out new virtual assistants on their own. This is fine when you’re just starting out and filling one or two general roles. It’s going to be a problem, however, when you have to juggle recruitment tasks with more urgent activities like sales.

If you don’t pay careful attention, you may end up with a bad hire who will leave after a couple of days.

Also, a 2019 study says that it costs Australian companies an average of $18,982 to hire a single employee. These are expenses related to job advertising, among other things. It typically takes 39 days to fill a vacancy too, and may be longer if you’re looking for technical personnel but are only capable of a standard listing.

The fact of the matter is that hiring is an art and best left in the hands of an expert.

A recruitment virtual assistant addresses all of these concerns, thus enabling you to focus on high-value activities. They know how to go about finding and attracting top talents so you won’t waste your money and other resources on incompetent candidates.

What are hiring-related tasks you may assign to them anyway?

#1 Collaborating with the relevant departments i.e. speaking to a representative of the team that’s hiring;

#2 Determining the requirements of the role, such as must-have skills and experience;

#3 Writing job descriptions that detail the expectations of the organisation or direct supervisor;

#4 Finding social media platforms and other channels where the job listing might be posted;

#5 Posting a list of vacant positions on the mediums that were researched above;

#6 Creating pre-employment tests to screen out the individuals who aren’t suitable for the position;

#7 Administering examinations to applicants, like sending links to forms to be filled out;

#8 Reviewing cover letters to see if they follow the instructions on the job posting;

#9 Checking resumes for information that is relevant to the vacant position;

#10 Researching the online profiles of candidates, especially those on social media (e.g. LinkedIn, Facebook, Twitter);

#11 Seeing if there are portfolios available on the web, if you’re filling in a design role or something similar;

#12 Conducting a background check on shortlisted job-seekers to assess their reputation in the industry;

#13 Calling the character references included in applications to know how former co-workers saw them;

#14 Cross-checking their employment history to see if things are matching up;

#15 Identifying which individuals may proceed to the next stage of the hiring process;

#16 Scheduling the initial phone or video interview with select applicants;

#17 Carrying out the call or video conference that has been set ahead of time;

#18 Communicating the progress of the application to the job-seeker and to you;

#19 Securing the contract for the successful hire from you or the direct supervisor;

#20 Sending a job offer to a candidate being recruited through email and by video call;

#21 Answering any questions that the applicant might have about the organisation or their contract;

#22 Explaining the standard operating procedures to be followed in the company in detail;

#23 Compiling a database containing the necessary files and records of all candidates;

#24 Updating the talent database for future use, especially for technical recruitment;

#25 Entering resumes and curricula vitarum in the desired format in the database;

#26 Managing the HR software, whether it’s on the front-end or back-end;

#27 Assessing recruitment tools if they’re being used appropriately or not;

#28 Suggesting new programs or apps that may help streamline the recruitment process;

#29 Assisting with the onboarding process by providing support and mentoring where needed;

#30 Crafting documents containing company policies, core values, and procedures for employee perusal;

#31 Setting up a payroll system, which should feature reporting of payments and invoices;

#32 Arranging attendance tracking as well as leave and holiday monitoring;

#33 Filing relevant employee documentation and ensuring records are in the right hands;

#34 Making reports on the performance or evaluations of the workers and their activities;

#35 Preparing materials for training, be it PowerPoint presentations, PDFs or even videos;

#36 Coordinating training sessions for new hires as well as existing personnel;

#37 Organising the schedules of new employees in relation to meetings, surveys, and projects;

#38 Acting as the liaison between the worker and the company for conflict resolutions;

#39 Drafting reward structures, paid time off policies and so on;

#40 Drawing up benefits, if you are planning to offer any to your staff;

#41 Developing strategies for greater staff retention;

#42 Implementing measures for keeping workers happy and productive;

#43 Performing outreach on potential candidates on social media or email;

#44 Monitoring violations, incidents and undisciplined behaviours in a suitable manner;

#45 Sending out letters of warning and other disciplinary documents to staff;

#46 Overseeing team building events even though these are conducted via the internet;

#47 Disseminating information on changes in work arrangements or other instructions from higher-ups;

#48 Giving input as to whether it is necessary to hire another person or not;

#49 Supervising termination of employment or resignation procedures;

#50 Helping with other HR-related activities.

As you may have figured out, a recruitment virtual assistant handles any and all things that are related to hiring in your stead. The role of Remote Workmate in this is that we’re able to connect you with experienced and/or qualified recruitment VAs as your organisation needs.

Being an offshore staffing agency, we’ll take care of posting the vacant position on our website and screening candidates. Once you’ve hired a suitable recruitment virtual assistant, they will handle all other hiring needs you may have.