What does a recruitment scribe do?
A recruitment scribe plays a crucial role in the hiring process by taking detailed notes during recruitment activities. They record selection discussions and interviews, including interviewers’ questions, candidates’ responses, and any other relevant information. From this, they draft accurate and comprehensive selection documents, which are used to inform the decision-making.
How does a scribe add value?
1 Efficiency
Managers and interviewers are busy people, and recruitment and selection processes can often be very time-consuming. Outsourcing some parts of the process to a trusted professional, who has experience in this space, can save managers, interviewers and decision-makers time. Recording and transcribing the details of interviews and other important conversations during the recruitment process is one of the tasks that can be subcontracted to a qualified expert. Having a commercial agreement with a scribe to deliver the written reports within a certain timeframe, allows deadlines to be met and streamlines the post-interview and approval process. With detailed notes captured by the scribe, there is less need for the interviewers to spend time recalling specifics or reviewing their own notes and trying to fit the writing of the reports into their already busy schedules.
2 Accuracy
Because note-taking is the only thing the scribe is focused on during the interviews or discussions, they can ensure that the evidence presented is recorded meticulously and written up accurately, thereby reducing the risk of errors or omissions. This includes the interview questions, the responses from the candidates, the interviewers’ observations and ratings, and any relevant discussion points. The comprehensive documents produced are thus clear and reliable records of the interviews and other meetings.
3 Consistency
With a scribe taking notes, the process and documents remain consistent across candidates and interviews. Maintaining uniformity reduces the chances of introducing bias through varied note-taking and report-writing styles. By following standardised document practices, and using consistent language, formatting and structure, the notes and reports are easier to read, use and understand. This consistency is crucial for the fair evaluation of information and comparison of candidates. This is also important when multiple people, such as decision-makers and feedback providers need to review the notes and use the information afterwards.
4 Engagement
By handling the notetaking, the scribe frees up interviewers to converse more naturally and concentrate fully on creating rapport with candidates. It allows panelists to connect and actively listen, ask relevant and follow-up questions, obtain more detailed information and proactively observe candidate behaviour, without the distraction of having to keep a record of the discussion. It provides the interviewers with better insight on which to base their assessment of the candidates.
5 Compliance
Scribes are familiar with the applicable legislative and other requirements governing recruitment discussions and documents. A scribe’s expertise prevents inadvertent violations and protects both candidates and organisations. Detailed records of interviews can be crucial for compliance with hiring regulations, mitigating risk and for defending against any legal challenges related to the recruitment process and the decisions made. The integrity of the selection process is enhanced and protected.
6 Impartiality
Scribes maintain impartiality during interviews by taking objective notes and capturing evidence. Their focus is on recording facts and the interviewees’ words verbatim without adding personal interpretations or opinions, ie without introducing personal bias. This objectivity contributes to fair evaluations and minimises the influence of subjective opinions. By having a scribe handle the notetaking, the interviewers can avoid any inadvertent biases that might come from trying to take notes during the interviews, while also interpreting the information provided, comparatively pre-rating the candidates and deciding on suitability.
7 Decisiveness
Well-documented interview notes empower interviewers, selection panels and decision-makers to make sound decisions based on the evidence collected and ensures that critical information is not overlooked. This facilitates better collaboration among the interviewers because everyone has access to the same notes and information. Scribes reduce the administrative burden and organise information professionally, making it easier to compare candidates objectively and fairly. This clarity leads to better-informed, more cohesive hiring decisions, based on the most relevant data.
Reach out to JJ Talent Solutions today and discover the value a professional scribe can bring to your business.
