Recruitment Support Operations
Support for talent teams: rapid applicant acknowledgement, structured screening, interview scheduling and pipeline administration with human judgment on fit.
Who it is for
- In-house talent teams with high applicant volume
- Staffing and recruitment agencies
- Organizations hiring across multiple locations
The problem
Business challenges this addresses
- Applicants wait days for a response
- Screening consumes recruiter time
- Interview coordination across busy calendars
- ATS records incomplete or out of date
- Instant applicant acknowledgement
- Structured screening questions
- CV parsing and shortlisting support
- Interview scheduling and reminders
- Candidate suitability judgment
- Screening calls and candidate experience
- Sensitive communication and feedback
- Hiring manager coordination
Workflow
How the work moves
An example of the operating sequence we design, build and manage.
- 01
Stage 01
Application received
- 02
Stage 02
Acknowledged and screened against agreed criteria
- 03
Stage 03
Shortlist prepared for recruiter review
- 04
Stage 04
Interviews scheduled and confirmed
- 05
Stage 05
Outcomes and notes recorded in the ATS
- 06
Stage 06
Time-to-response and pipeline reported
- Phone
- Chat
- Calendar
- CRM
- Support
Included capabilities
- Applicant response
- Screening support
- Interview scheduling
- ATS administration
- Candidate communication
- Reference coordination
- Pipeline reporting
- Reactivation of past applicants
Technology and integrations
- Applicant tracking systems
- Calendar and video platforms
- Job boards and career sites
- HR information systems
Example use cases
- High-volume seasonal hiring support
- Interview coordination for distributed teams
- Silver-medallist candidate reactivation
Approach
How we deliver this
Solutions are delivered as an operating change, not a software drop. We map the current process, design the Human + AI split, build it against your systems, then run it with you until it is stable.
Week 1–2
Discovery and workflow mapping
We sit with the people doing the work, map every step, system, hand-off and exception, and document where time, revenue and quality are currently being lost.
Week 3–4
Design and approval
We agree the target operating model: what AI handles, what people own, escalation rules, data permissions, service levels and the reporting you will see each week.
Week 5–8
Build, integrate and pilot
Automations, agents and integrations are built against your live systems and piloted on a limited volume with humans reviewing every output before it goes wide.
Ongoing
Run, measure and improve
The operation runs day to day with monitoring, quality assurance and a monthly improvement cycle that removes friction and expands scope where results justify it.
Governance
Control, quality and accountability
Control, accountability and quality are designed in from the first workshop.
- Named operations lead and an agreed escalation path for anything unusual.
- Documented permissions: which systems, data and actions each agent is allowed to touch.
- Human approval gates on anything financial, contractual, sensitive or customer-facing by exception.
- Quality assurance sampling with scoring, feedback loops and retraining of both people and prompts.
- Full audit trail of automated actions, model outputs, overrides and human decisions.
- Continuity planning so the operation keeps running through absence, volume spikes and system outages.
Scope
Included in every engagement
- Workflow mapping and written operating documentation you keep.
- Build, integration and testing against your live systems.
- Trained human specialists embedded in the workflow, not just software.
- Monitoring, alerting and exception handling during agreed hours.
- Weekly performance reporting and a monthly improvement session.
- Change requests handled as part of the ongoing engagement.
Engagement
How engagements are structured
Start with one workflow as a project, deploy an agent, add a dedicated Human + AI team, or hand the function over as a managed operation.
Automation project
A fixed-scope build for one workflow, delivered, documented and handed over.
AI agent deployment
A custom agent designed around your rules, data and escalation thresholds, then monitored in production.
Dedicated Human + AI team
Trained specialists working alongside your staff, supported by the automation layer we build.
Managed business operation
We own the function end to end against agreed service levels and report on it every week.
FAQ
Frequently asked questions
Do AI agents make hiring decisions?
No. Agents collect and organize information. Suitability and hiring decisions stay with your people.
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