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November 30, 2021
Hiring the Right Candidate
Recruiting admin staff for your business is something you want to get right first time. Our top five tips will help you attract and select the top talent within Staffordshire and Cheshire.
Top Tips for Hiring the Right Admin Staff
Admin staff are the backbone of a company. They are the people who work behind the scenes to keep everything running smoothly so that businesses can function. In order for a business to succeed, it needs administrators who are organised, efficient and on top of their tasks. So, how do you make sure you hire the right person?
In this article, we share our 50+ combined years of experience recruiting office support staff in the Staffordshire and Cheshire area so you can hire with confidence.
Know what you need from your admin staff
This may sound obvious, but office support roles or administrative staff is a very wide arching term that can cover everything from answering telephones, filing, arranging meetings or travel to having input in accounts, managing supplies, dealing with customers and lots, lots more. So, before you start creating a job description or advertising, sit down and make a list of every task you require the candidate to undertake and the skills they’ll need to do each task. Once you have this, you can now start thinking about putting together a thorough and compelling job description.
Job descriptions should be concise and provide a detailed overview of the company and position. They should also include a clear outline of what is expected from the applicant as well as what benefits are being offered by the company. This will give applicants an idea about what they need to do in order to apply for your position, as well as answer questions they have before applying.
Pro Tip: If you want to find the perfect candidate for your job, include how you meet their expectations and highlight all the perks of working for you. This is particularly important in today’s tight recruitment market where there is so much competition to recruit the best talent.
Check out your competitors
If you want to attract the top talent in office support, then you need to understand what the approximate salary is for admin staff in the Cheshire, Staffordshire and Stoke-on-Trent. Some companies offer their admin staff more than their counterparts, but this does not mean that they are the best option for your business. There is no harm in conducting research into what other employers are offering their employees, but it is even more important that you assess whether or not what they are offering will suit your business. Our salary guides will give you a good ideas of what you should be offering to be competitive.
Pro Tip: If you’re not sure how to do this or you don’t have the time, please give us a call and our Office Support Specialist will be more than happy to help. They’ll point you to our salary guide which will give you a good ideas of what you should be offering to be competitive.
Ask the questions that matter
Whilst there is a wealth of information and research into the types of interview questions that can be asked to assess a candidate’s abilities, the best by far is competency, or situational based questions. Below are 5 examples of good competency-based questions you can use, however the best way of assessing suitability for your specific role is to take some of the most important tasks your role requires and adapt the questions below to suit those situations.
- Tell me about a time when you have had to deal with multiple tasks that require completion at the same time, and how you prioritised your work?
- Give me an example of a time when you have had to deal with a difficult customer. What did you do and what was the outcome?
- What documents have you created using Microsoft Office? What software did you use?
- How would you go about organising a monthly staff meeting?
- Tell me about a time you had to make a quick decision without being able to check with you manager. What did you do and what was the outcome?
Pro Tip: Did you know Appointments can help with interview training for hiring managers? Book onto one of our webinars now.
Use assessments to evaluate candidates
Assessments provide a practical and efficient way to evaluate potential admin staff. The assessment can be used to identify an applicant’s strengths and weaknesses, such as writing skills, typing skills or basic maths skills. It may also identify potential behavioural issues such as emotional intelligence or leadership capabilities. When creating assessments, think about the core areas you want to assess and how you want the ideal candidate to perform. Some core areas common in office support roles include communication, time management, teamwork, and technical ability.
Here are some examples of assessments you could use.
- Communication Roleplay – The interviewer plays the role of the persistent client in this scenario whilst the candidate plays the role of the administrator. The administrator’s manager, Gill, has asked the administrator to manage her phone calls for the day and ensure she is not disturbed. One of Gill’s clients calls and says that it is urgent. Assess how the candidate deals with the situation.
- Technical Assessment – This assessment can help evaluate the candidate’s skills of using Microsoft Office programmes. Ask the candidate to create a 3-slide presentation on a subject such as why they want the role, or a hobby they enjoy. The subject is unimportant in this assessment as you are looking at how well they use the software available. Give them a time limit to see how they respond to pressure.
- Time Management Assessment – A good example is an assessment, that involves lots of scenarios that are competing for their attention, for example the managing director is visiting with an important client in one hour and has asked you to prepare for the visit. The Sales Director has asked you to prepare his slides for a presentation this afternoon. Your manager has asked you to tidy up their report for the managing director. The presentation technology in the meeting room isn’t working and you’ve been asked to get it fixed. Ask them to writing down how they’d prioritise and why they’ve made that decision.
Pro Tip: Try to create or find assessments or scenarios that are closely related to your specific role
Never skip references
Whilst a thorough interview and assessment process gives you a great insight into a candidate’s skills and knowledge, you still can’t be 100% sure you have the right person for your office support role. This is why references from previous employers are essential. A reference from a previous employer ensures that the candidate has the skills and qualities needed to do well in the position at hand. It also provides proof that they are trustworthy and dependable, which is crucial for an administrative assistant position.
Pro Tip: Ensure you follow HR guidelines on what you can and can not ask as part of the referencing process.
Get help hiring admin staff
When it comes to hiring the best admin staff in the Cheshire and Staffordshire area our Office Support Specialist, Olivia, has you covered. Whether it’s for temporary, contract or permanent positions our unrivalled knowledge of the local candidate market makes us the best choice of recruitment partner. We can give you lots of support along the way. Contact Olivia now, call 01782 338787 or email olivia@appointmentspersonnel.co.uk
Why Taking 5 Minutes for Our Salary Survey Could Save You Thousands
The Outlook for HR in 2025: Trends, Challenges, and Opportunities for Senior HR Professionals
In the fast-paced world of business, the ability to secure and retain top leadership talent can make all the difference between stagnation and exponential growth. For SMEs in particular, the right leadership hires are not just crucial for filling vacancies—they are key to shaping the strategic vision, driving operational efficiency, and laying a foundation for long-term success. As we look ahead to 2025, let's delve deeper into why selecting the right leadership is more important than ever and how you can strategically approach these critical hires. Why Leadership is the Cornerstone of Business Success Leadership roles such as Finance Directors, HR Business Partners, and Operations Managers are not just functional—they are transformative. Over the years, we’ve seen firsthand how the right leaders can unlock business potential and propel organizations forward. However, the wrong hire can lead to disruption and inefficiency. Here's how these roles contribute to sustainable growth: Finance Directors (FDs): A Finance Director is far more than just a custodian of the company’s finances. They provide essential strategic insights that guide decision-making and drive growth. By identifying cost-saving opportunities, optimizing cash flow, and ensuring sound financial health, a strong FD plays a pivotal role in the profitability and scalability of a business. HR Business Partners (HRBPs): In an era where talent is one of the most valuable assets, HRBPs are instrumental in aligning human resource strategies with overarching business goals. They not only develop retention strategies but also cultivate a company culture that attracts and retains top talent. A dynamic HRBP ensures your workforce is engaged, motivated, and ready to contribute to business success. Operations Managers: The heart of operational excellence, Operations Managers optimize workflows, manage resources efficiently, and ensure that day-to-day operations run smoothly. Their impact is felt directly through enhanced productivity, cost savings, and improved customer satisfaction—all of which are integral to the growth trajectory of your business. The Strategic Impact of Leadership The right leadership hires provide more than just functional expertise—they are game-changers. Here's how they create lasting value: Strategic Vision: Great leaders inject fresh perspectives and innovative ideas into the business, helping to navigate challenges, identify new opportunities, and position the company for future success. Increased Efficiency: Proven leaders streamline operations, reduce waste, and optimize processes, which leads to higher productivity and a more cost-effective business model. Stronger Teams: Exceptional leaders inspire and attract top talent. They foster collaboration, empower teams, and build a culture of high performance that drives business outcomes. Risk Mitigation: A strong leadership team proactively addresses challenges before they escalate. They are adept at implementing contingency plans and creating stability during periods of uncertainty. The High Cost of a Bad Hire In our extensive experience working with SMEs, we’ve seen firsthand how damaging poor hiring decisions can be. Not only do you risk impacting team morale and productivity, but you also face significant financial consequences. Research shows that a bad hire can cost as much as three times the employee’s annual salary, considering recruitment costs, training, and lost productivity. For SMEs, these costs can be crippling, making it imperative to approach leadership recruitment with precision and strategy. How to Secure the Right Leadership Talent 1. Define Your Needs with Precision: Before embarking on the recruitment process, clearly outline the specific skills, experience, and qualities required for the role. This ensures the candidate will not only be a technical fit but also align with your business goals and values. 2. Prioritize Cultural Fit: Leadership is about influence, and a leader who shares your company’s values will integrate seamlessly into your organization. They will inspire your team and create a harmonious work environment conducive to growth. 3. Leverage a Confidential Recruitment Partner: Engaging with a specialist recruitment consultancy that has a deep understanding of leadership roles ensures access to a broader, more diverse talent pool. Confidentiality in this process is essential, particularly when you are hiring for high-stakes leadership positions. 4. Use Data to Inform Your Decisions: Utilize salary benchmarking and competency assessments to make data-driven hiring decisions. These tools ensure your offers are competitive, attracting the best talent while mitigating the risk of overpaying. 5. Invest in Onboarding: A successful leadership hire starts with a structured onboarding process that enables the new leader to quickly adapt and deliver results. A robust onboarding strategy sets the stage for long-term success. Real Success Stories from Strategic Leadership Hires At Appointments Personnel, we have had the privilege of helping over 100 SMEs secure leadership talent in the past year alone. The results have been nothing short of transformational: A Finance Director helped a growing manufacturing business cut costs by 15%, improving profitability through strategic budgeting and financial oversight. An HR Business Partner implemented a company-wide retention strategy that reduced turnover by 30%, saving the business significant recruitment costs. An Operations Manager overhauled logistics and operational processes, reducing delivery times by 20% and significantly boosting customer satisfaction. Additionally, we’ve witnessed how having an expert second opinion during the hiring process can make a game-changing difference. One of our clients almost overlooked an exceptional Finance Director candidate due to an internal review misstep. With our insight, they hired the candidate, who went on to increase revenue by 25% within the first year. The Power of Confidential Recruitment When it comes to leadership hires, confidentiality isn’t just a matter of discretion—it’s a competitive advantage. Whether you’re replacing a key role or expanding your leadership team, maintaining confidentiality ensures that sensitive information is protected and business continuity is preserved. Emma and I understand the importance of this better than anyone, having worked on confidential roles ranging from Finance Directors to HR Business Partners and Operations Managers. With our bespoke, confidential recruitment services, you gain a trusted partner committed to sourcing the leadership talent that will drive your business to new heights in 2025 and beyond. Contact Emma Bonfiglio to book a confidential meeting - Emma@appointmentspersonnel.co.uk
If you can't get to work because of the snow, it may reduce your pay as you may be forced to take unpaid leave.
Think of your recruitment strategy like your car before a long journey—without regular checks, you risk breakdowns at the most inconvenient times.
Are you considering doing your own recruitment for your business? While handling recruitment in-house can offer you control, there are important factors to keep in mind. From the time it takes to the hidden costs and legal risks, recruitment can quickly become overwhelming.
Before you dive in, consider these key points:
Time & Resources: Recruitment takes significant time and effort. Do you have the resources to dedicate to the process while managing your day-to-day operations?
Quality Screening: Sifting through resumes and conducting effective interviews requires a structured approach to avoid missing out on top candidates.
Legal Compliance: It’s crucial to stay up-to-date on employment laws and avoid any legal pitfalls during recruitment.
High Turnover Risks: Making a bad hire can cost your business in training, re-recruiting, and lost productivity.
Onboarding is Key: A smooth onboarding process ensures your new hire is set up for success and can hit the ground running.
Interviews can be nerve-wracking. You’ve prepped for the big day, done your research, rehearsed your answers, and yet, as the clock ticks closer, a familiar feeling starts to set in: nerves. It’s completely natural! In fact, a bit of anxiety before an interview shows that you care. But while a few butterflies can help you stay alert and focused, too much nervous energy might interfere with your ability to perform your best. Here are practical ways to ease those pre-interview jitters, so you can walk into the room feeling more in control, calm, and confident. 1. Prepare Thoroughly—but Don’t Overload Preparation is key, but there’s a fine line between preparing and over-preparing. Start with a solid understanding of the company, its culture, and the role. Familiarise yourself with common questions and craft your answers thoughtfully, but avoid memorising everything word-for-word. Aim for conversational responses, so you come across as natural, not rehearsed. Trust that you’ve done the work, and remember that flexibility is just as important as preparation. 2. Practice Mindful Breathing Deep breathing is one of the simplest and most effective ways to calm your nervous system. Just a few minutes of mindful breathing can slow your heart rate, reduce anxiety, and help you feel more grounded. Before your interview, take a few slow, deep breaths. Try inhaling for a count of four, holding for four, and then exhaling for four. This small technique can make a big difference, helping you feel present and centered. 3. Visualise Your Success Visualisation is a powerful tool to calm the mind and build confidence. Picture yourself walking into the interview room, shaking hands confidently, and answering questions with ease. Imagine yourself leaving the interview feeling proud of how it went. Positive visualisation not only boosts confidence but also helps train your brain to handle the situation with a calm, positive mindset. This mental rehearsal can be surprisingly effective! 4. Channel Nervous Energy into Excitement Did you know that the physical symptoms of anxiety are nearly identical to those of excitement? The rapid heartbeat, the jittery feeling—it’s the same physiological response. So instead of telling yourself, "I'm so nervous," try saying, "I’m excited!" Reframing anxiety as enthusiasm can be a game-changer, helping you feel more positive and energised. 5. Give Yourself Plenty of Time Being rushed can amplify stress, so set yourself up for success by arriving early. Plan your route, allow time for traffic, and if possible, find a spot near the interview location to gather your thoughts and relax. Giving yourself time to settle in and adjust to your surroundings can help reduce last-minute jitters, ensuring you’re calm and ready to shine when the interview starts. 6. Accept That Some Nerves Are Normal It’s easy to feel like nerves are a “bad” thing, but nerves are part of being human. Accepting your nerves rather than fighting them can help you feel more in control. Remember that the interviewer expects you to feel a little nervous—it’s a natural response! Embrace the fact that nerves are just part of the process and focus instead on presenting your authentic self. 7. Focus on Building a Connection, Not Just Getting Hired When we focus solely on “getting the job,” it can add pressure and make us more anxious. Instead, approach the interview as an opportunity to connect, share your experiences, and learn more about the company. Shift your mindset from “I have to impress them” to “I’m here to have a great conversation.” This reframing can reduce pressure and allow you to show up as your best, most relaxed self. 8. Remind Yourself: They Want You to Succeed It’s easy to feel like the interview process is designed to “weed out” candidates, but remember, the interviewer wants you to be a fit just as much as you do. They’re hoping you’re the right candidate! So, take comfort in knowing that you’re walking into a room where people are rooting for your success. You’ve already impressed them enough to secure the interview, so now it’s about showing them what they already liked on paper. 9. Have a Grounding Ritual Whether it’s listening to a favorite song, taking a short walk, or reading a few inspirational words, find something small that calms and centers you before the interview. This ritual can act as a cue for your mind to switch from nervousness to focus, helping you approach the interview with a steady mindset. Final Thoughts Interviews can feel like high-stakes events, but remember, they’re just conversations with people eager to get to know you. By taking steps to manage your nerves, you’re setting yourself up to present your best self in a relaxed, confident way. With a bit of preparation, some calming techniques, and the right mindset, you can transform pre-interview jitters into the energy that fuels your success. So take a deep breath, trust yourself, and go shine! Your next career step awaits—and you’re ready for it.
The recent 2024 budget includes a significant shift in employer National Insurance (NI) contributions, with the rate increasing by 1.2 percentage points to 15%, and a lowered earnings threshold now starting at £5,000 (down from £9,100). These adjustments could lead to higher payroll expenses for mid-sized and larger businesses, affecting hiring strategies and budgeting in 2025 and beyond. Key Details of the Change Rate Increase: The NI contribution rate for employers rises to 15%. Lower Earnings Threshold: Employers will now pay NI on earnings starting at £5,000, significantly reducing the exemption range. This change is intended to boost government revenue but will likely increase costs for businesses with lower-wage roles. Employment Allowance Adjustments: The Employment Allowance, which offers some relief on NI costs, increases to £10,500. This provides a cushion for many small businesses, particularly those employing fewer staff. How These Changes Impact Staffing and Recruitment Businesses may see these shifts reflected in higher staffing costs, particularly for mid-sized and larger firms with significant payrolls. These added expenses might influence decisions on wage increases, hiring plans, and even the type of roles businesses choose to fill. Employers should prepare for potential shifts in their budget allocations to maintain competitiveness while managing increased contributions. Preparing Your Business Planning ahead is essential. Key steps might include: Calculating projected costs to budget for the changes Evaluating workforce needs and considering the potential impact on hiring strategies Maximising allowances by confirming eligibility for the updated Employment Allowance We will be updating our blog in the coming days with a detailed breakdown and calculations, so visit us again soon!
The national minimum wage & national living wage is a legal right which covers almost all UK workers
As businesses evolve and embrace digital solutions, one area that has seen rapid innovation is Human Resources. From managing employee records to tracking performance, HR technology promises to simplify and streamline processes. However, with so many options available, many HR professionals are left asking, "Which one is right for us?" And for some, the question remains—is a spreadsheet really the answer? We’ve been speaking to our HR clients recently, and the consensus seems to be that navigating the HR tech landscape is a minefield. Some solutions focus on one key area, while others aim to cover the entire employee lifecycle. The result? It can be difficult to know where to start. The Abundance of HR Software Options In today’s market, there are countless HR systems, each offering its own set of tools and benefits. Some of the most popular HR software solutions include: Breathe HR: Perfect for small and medium-sized businesses, Breathe HR offers a simple, user-friendly platform that focuses on core HR functions like managing employee data, absence tracking, and performance management. However, for those seeking more specialized features like recruitment or payroll, it may not be the most comprehensive option. Hi Bob: A newer platform making waves, Hi Bob combines employee engagement tools with core HR features. It’s ideal for growing businesses looking for a fresh approach to HR tech, offering features like people analytics and culture mapping, but some users have found it more geared toward employee experience rather than administration-heavy HR tasks. Bright HR: Another favorite among SMEs, Bright HR helps businesses manage leave, expenses, and even health and safety, offering a full toolkit for compliance and HR management. However, if you’re looking for advanced recruitment or learning and development features, it may not cover all the bases. BambooHR: Known for its easy-to-use interface, BambooHR focuses on employee data management, time-off tracking, and performance management. However, it doesn’t offer in-depth payroll features. Workday: A robust system offering everything from HR management to finance and planning, but its complexity may overwhelm smaller businesses looking for simplicity. Personio: Aimed at SMEs, Personio combines recruiting, employee data, payroll, and more, but users have mentioned that its recruiting features are more advanced than its HR administration tools. SAP SuccessFactors: A comprehensive suite for large enterprises, it covers everything from recruitment to employee engagement. However, with so many features, the learning curve can be steep for smaller teams. Each of these platforms offers significant benefits, but they don’t all solve the same problems. If you're looking to improve recruitment and onboarding, one solution might be perfect for you. But if your focus is on employee development and performance, another might be the better fit. This is where many HR managers feel stuck. Can a Spreadsheet Compete? With so many HR tech choices, some businesses—especially SMEs—still rely on spreadsheets to track employee data. It’s a solution that offers simplicity and flexibility, but is it really the answer for modern HR needs? Spreadsheets may work for small teams with straightforward HR processes, but they lack scalability, automation, and integration. When it comes to managing complex tasks like payroll, performance reviews, and compliance, manual entry in a spreadsheet opens the door to errors, inefficiencies, and lost time. As one HR manager told us, “We thought we were saving money by sticking with spreadsheets, but the time spent fixing mistakes far outweighed any savings.” What Should You Look For? When choosing HR software, it’s important to start with your specific needs. Do you want to focus on recruitment and onboarding? Or are you looking to improve employee engagement and retention? Once you’ve identified your priorities, here are a few key questions to consider: Integration: Does the software integrate with your current tools, such as payroll systems or recruitment platforms? User-friendliness: Is it intuitive and easy for both HR staff and employees to use? Scalability: Will it grow with your business, or will you outgrow it in a few years? Support and training: What level of support is offered? Will you and your team get the training you need to fully utilize the platform? The Verdict: One Size Does Not Fit All The HR tech landscape is indeed a minefield, with solutions that focus on every aspect of the employee lifecycle. While no single system will fit every business perfectly, choosing the right one requires a balance between your unique needs and the platform’s capabilities. Spreadsheets might work in the short term, but as your business grows, relying on manual tools could become a costly and time-consuming mistake. If you’re feeling overwhelmed by the options, know that you’re not alone. We've helped many clients navigate this decision-making process, and we’d be happy to help you too. Whether you need guidance on where to start or are looking for a solution that integrates seamlessly with your current processes, we’re here to ensure you make the right choice for your business.