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Recruitment Back Office Software - What to Look For

Sep 24, 2020

A well-functioning, efficient, transparent, and reliable back office is crucial to organizational health. In fact, the front and back offices need each other to work coherently and best achieve predetermined goals. Recruitment back office software can play a significant role in organizational uniformity.

Understanding the role of a healthy back office is the first step to understanding what to look for in recruitment back office software.

Understanding the Back Office

Defining the Concept of the Back Office

The “back office” is a commonly misconstrued term. Ironically, one company remarks:

“The concept of a back office in any company may conjure up visions of shady business dealings hidden from view. Maybe it’s customer negotiations that happen behind closed doors, or vendors that provide less-than-stellar products—take your pick.”

However, the idea of a “shady” back office is a caricature that is often far from the truth. A healthy back office is the backbone of a company, impacting an organization’s ability to thrive and accomplish goals. In order to define a healthy back office, we must define the general concept.

In the past – and in certain modern businesses – the front and back office were distinguished by both building location and operational function. Front office staff often interacted face-to-face with customers, while back office employees did not. Rather, the back office typically provided technical, administrative, or operational support to the company. Today, the front and back offices are often divided by function rather than physical location within the organization.

Regardless of technical differences, the front and back office are invariably intertwined and must transparently work together to form a healthy, highly-functioning organization.

What is the Role of a Healthy Back Office?

While the three obligations listed below are critical and common among healthy back offices, they are not a comprehensive representation responsibilities.

  • Compliance – the back office is commonly responsible for legal responsibilities within the company, including financial reporting, record keeping, and other bookkeeping/ accounting practices.
  • Staffing & Hiring Lifecycle – the back office must be in-tune with staffing needs. Typically, the back office is accountable for proper hiring and onboarding timing, in accordance with demand.
  • Policies & Procedures – members of the back office often create and develop company policies and procedures, from monthly reporting to due diligence.

Is Your Back Office System Efficient?

The back office has been conceptually defined; primary responsibilities are outlined. However, answering this question – and identifying the areas needing improvement – is the next step to understanding the right back office software for your recruiting needs.

Especially in the back office, inefficiency and human error often go hand-in-hand. Evaluate which processes are being done slowly, perhaps manually, and the margin for error associated. Alternatively, an efficient back office employs a smooth process, collects valuable data, and controls quality.

Once areas of inefficiency are identified, find a solution that meets the unique needs of your back office.

What Do You Need in Recruitment Back Office Software?

While your specific needs may depend on the inefficiencies determined previously, three primary characteristics often shape the best recruitment back office software.

Digital Onboarding

Digital onboarding is critical to achieve a simplified, efficient, and productive process. Software with digital onboarding capabilities allows candidates and recruiters to consistently be on the same page throughout the entire process, creating a transparent and enhanced user experience for the candidate, recruiter, and end customer.

As mentioned, digital onboarding ensures an efficient process. Onboarding documents and communications can be transmitted electronically between back-office staff and candidates. Finally, these items can be stored within the system for future reference and encrypted to promote security.

Transparent & Streamlined Process

To be successful, the back office needs a transparent and streamlined process. An insightful back office resource defines the importance of transparency within the back office:

“Regardless of how you personally define back office management, one thing is clear—you can’t manage what you can’t see. It’s time for business unit leaders to bring the same level of control and visibility they have in the front office to their back office management processes.”

Additionally, transparency between front and back office operations is characteristic of teams that work faster and smarter. The right recruitment back office software will integrate both offices.

For example, an integrated software will collect and track timesheets automatically, assisting with billing and external payroll systems. Ultimately, utilizing a back office software increases efficiency and decreases human error by streamlining critical processes and interconnecting the front and back offices.

JobDiva’s Unique Back Office Offering

JobDiva’s recruitment back office software is unique, emphasizing transparency and efficiency. The following tools are examples of the capabilities associated with the system:

  1. DivaFinancials
  2. Electronic On-Boarding
  3. EEO
  4. E-Verify

JobDiva: Back Office Transparency

At JobDiva, we are well aware of the importance of a healthy, streamlined back office for the livelihood of an entire company. Recruitment agencies are no different, and utilizing an optimized, transparent back office software to increase productivity and decrease human error can aid in significant growth.

To learn more about our all-inclusive recruiting software, get in touch with our team via our online contact form!

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