Talent Acquisition Administrator

iKhokha is a place where chance takers become change makers. At iKhokha, we’re made to make it. As you'd expect, our pace is fast-moving and ever-changing. We like it that way. As one of the fastest growing Fintech's in Africa we've built a team of global change-makers who want to make an impact. If you believe that you are made to make it, be a chance-taker and help us empower small businesses in South Africa. iKhokha is looking for an organised, detail-driven Talent Acquisition Administrator to be the engine behind our recruitment team. If you thrive on keeping things running smoothly, love coordinating moving parts, and bring a proactive, people-first approach to everything you do, this one's for you. So, what will you do? You will be responsible for providing recruitment administration and coordination support to the Talent Acquisition team, ensuring professional and efficient recruitment experience for candidates, hiring managers, and internal stakeholders. You are accountable for: The coordination and scheduling of interviews across the business. The execution of background and reference checks. The administration and support of the ATS (SmartRecruiters). The maintenance of recruitment reports, trackers, and analytics. New starter administration and handover to Onboarding and Talent Ops. General Talent Acquisition administration, ensuring records and processes are maintained to a high standard. In addition to the above, you will: You will be responsible for the end-to-end coordination and scheduling of interviews, ensuring professional experiences for candidates and interview panels. This includes: Checking calendar availability for interview panel members and booking appropriate meeting rooms. Liaising with panel members, candidates, and executive assistants to align schedules. Confirming interview details with all parties and sending calendar invitations. Scheduling interviews on SmartRecruiters and maintaining accurate records. Following up with candidates and stakeholders to ensure timely responses and confirmations. You will be responsible for coordinating and executing background and reference checks for shortlisted candidates. This includes: Loading criminal, fraud, and other relevant checks on the MIE platform. Coordinating fingerprint captures for local and remote candidates, including booking appointments and communicating details. Conducting reference checks with direct line managers using the iKhokha reference template, ensuring thorough and insightful feedback is obtained. Flagging any concerns from reference calls to the relevant TA Officer with clear documentation. Coordinating international checks via MIE where required. Ensuring all consent forms, results, and reference documentation are filed accurately. You will act as the Subject Matter Expert (SME) for our ATS, SmartRecruiters, ensuring the system is accurately maintained and effectively used across the business. This includes: Creating and loading job advertisements on SmartRecruiters based on specifications provided by TA Officers. Adding new employees and deactivating terminated employees on SmartRecruiters monthly. Granting system access and permissions to line managers as required. Configuring people movement letters and offers via SmartRecruiters. Responding to ATS-related queries and assisting with system configurations. You will be responsible for maintaining, updating, and distributing recruitment reports and trackers that support the Talent Acquisition function. This includes: Updating and maintaining reports and ensuring accuracy before distribution. Compiling monthly new on-board and placement reports. Supporting EE reporting and quarterly talent reporting as required. Identifying and flagging data discrepancies or missing information. You will be responsible for the administrative handover of new starters from Talent Acquisition to the Onboarding and Talent Ops teams. This includes: Adding confirmed new starters to SmartRecruiters. Sending new starter notifications to Onboarding and Talent Ops with all required information. Ensuring the Onboarding team has everything they need to execute the onboarding process. Supporting the TA team with the preparation of offer letters and related documentation. You will support the Talent Acquisition team's employer branding efforts in coordination with the Marketing team. This includes: Liaising with the TA team to confirm which roles should be promoted on social media. Preparing job post links from SmartRecruiters and sharing them with Marketing. Reinforcing and sharing job posts on social media platforms. Auditing the iKhokha careers website to ensure quality and consistency in published advertisements. You will be responsible for general administrative duties that support the Talent Acquisition function. This includes: Filing and maintaining documents on the iKhokha OneDrive, ensuring TA records are organized and accessible. Creating job adverts, HR documents, and process guides when required. Providing administrative support to the TA Officer’s and Chief of Talent. Handling ad-hoc queries from candidates and internal stakeholders. Completed Matric (required) Completed Degree/Diploma specialising in Human Resource Management, Industrial Psychology, or related field would be advantageous. Deal Breakers: Minimum 2-3 years’ experience in recruitment administration, HR administration, or talent coordination or similar role with the following: Experience coordinating interviews and managing multiple diaries across stakeholders. Experience working with an Applicant Tracking System (SmartRecruiters preferable). Experience conducting background and reference checks using MIE (or equivalent platform experience advantageous). Completed qualification/course with MIE in order to administer taking fingerprints. Experience compiling and maintaining HR or recruitment reports. Strong administrative and organisational skills with the ability to manage multiple tasks and competing priorities. In addition to the above, the experience in the following technologies, domains and best practices will make you a frontrunner for the role: Proficiency in MS Office (Outlook, Excel, PowerPoint). Excellent written and verbal communication skills. Proactive, solutions-oriented, and able to engage confidently with candidates and stakeholders. Strong attention to detail with the ability to identify and flag inconsistencies. A self-starter who takes initiative and operates effectively in a fast-paced environment with minimal supervision. Ability to handle sensitive and confidential information with discretion. Professional and service-oriented approach to all interactions. Perks of joining the Tribe? Work in a high-growth company with tangible results you're accountable for. Enjoy hybrid, remote, and in office work models. Competitive remuneration and benefits, including Medical Aid and Group Risk scheme contributions. Be guided by visionary leadership. Seize the opportunity for study leave. Access to on-demand learning and development. Experience a friendly, collaborative culture with a team of all-round-lekker humans (it’s true, we surveyed our Employees and they told us so). Stay Sharp! Job scams are out there, but we’ve got your back. Here’s how to keep it real when applying: Apply the iK way: Go via our Careers page or verified platforms (Smart Recruiters). We’ll never ask for payment, personal financial details, or anything unusual during the hiring process. If someone does, it’s a scam, report it. If something feels off, pause and confirm the role on our site before responding. Your journey to join the iKTribe starts with trust and we’re here to keep it simple and secure.