Recruitment & Project Coordinator

Location: Hybrid Newry, Co. Down (mix of home and office-based)
Salary: £30,000 to £35,000 per annum
Contract: Full-Time – Fixed term
Reports to: Office Manager

About Helix Innovation Partnerships

We work with businesses across Northern Ireland and Ireland to help them grow through innovation, research and skills development. Our team connects companies with talented graduates and expert academic partners to deliver real-world projects that make a difference. Based in Newry, we manage projects in a wide range of sectors from engineering and manufacturing to technology, science and business giving graduates the chance to apply their skills in a commercial setting and gain valuable experience.

Role Overview

Were looking for a highly organised, proactive problem-solver to take ownership of recruitment and application coordination for a large-scale, publicly funded innovation programme.

This role suits someone who enjoys working independently as well as part of a team, using initiative to solve problems and make progress. Youll be the hub for information, deadlines, and communications, keeping around 60 new companies per year, plus ongoing projects moving through the application and recruitment process on time and to a high standard.

Youll combine excellent organisational skills with professional communication, using Microsoft 365 and SharePoint to keep information accurate, accessible, and ready for reporting. Youll work closely with our office manager and CEO, companies, academics, and our client, representing us with professionalism and confidence.

What Youll Deliver

• Recruitment campaigns that run smoothly, meet deadlines, and leave no candidate or partner wondering whats next.
• Application and recruitment records that are accurate, consistent, and easy to locate.
• Clear, timely and professional communication with companies, academics, and our client, keeping them informed and engaged.
• Accurate reporting of data provided promptly to the office manager and client.
• Incremental improvements to our systems, making admin processes quicker and more precise.

Key Responsibilities

Recruitment Coordination

• Coordinate recruitment for ~60 new companies per year, plus ongoing projects, managing multiple campaigns at once.
• Draft, finalise, and post job specs; track advert performance; ensure deadlines are met.
• Manage shortlisting, interview scheduling, candidate communication, and final selection stages.
• Keep recruitment status accurate across SharePoint and our client’s Information Management System.

Programme Support

• Manage application submissions and ensure correct naming, storage, and completeness.
• Ensure timely submission of supporting documentation, enquiries and applications to our client using their Information Management System.
• Liaise with consultants, companies, and academics to resolve missing information quickly.
• Provide accurate data for quarterly reports and client meetings proactively.

Process & Data Management

• Maintain clean, logical digital filing systems for quick retrieval.
• Spot data errors or inconsistencies and correct them before they cause problems.
• Suggest and test small process improvements using Microsoft 365 tools (training provided).

Essential Criteria

• Education third-level qualification in Business or a related field.
• Recruitment knowledge and experience demonstrable experience in recruitment administration.
• Proactive ownership sees what needs to be done and gets it done without constant supervision.
• Clear communicator confident and professional on the phone and in writing, able to prompt action without fuss.
• Exceptional organisational skills can manage many live projects and deadlines at once.
• Eagle-eyed accuracy notices and fixes errors in data or documents quickly and efficiently.
• Tech comfortable competent in Microsoft Office (especially Excel and Word) and willing to learn SharePoint and other related tools quickly.

Desirable

• Experience in programme coordination, or a similar stakeholder-facing role.
• Familiarity with Microsoft 365, SharePoint, and basic process automation tools.
• Understands how files and data are organised in SharePoint (lists, document libraries, and metadata) or is willing to learn quickly.
• Familiarity with SharePoint metadata.
• Experience working with both private sector companies and academic institutions.
• Relevant vocational qualification in business administration or recruitment.

Benefits

• Hybrid working (mix of home and Newry office).
• 31 days annual leave (pro rata, including bank holidays).
• Workplace pension scheme.
• Training and development in Microsoft 365, SharePoint and other work-related skills as agreed.
• Collaborative, supportive team environment.
• Free car parking on site.

The Right Person Will

• Thrive in a high-trust environment where youre expected to run with your work.
• Handle occasional difficult cases with patience and professionalism.
• Enjoy finding quicker, smarter ways to administer the programme.
• See themselves as part of an inclusive, supportive delivery team.

Please press APPLY below

Skills:
Recruitment Project Manager