March 29, 2023

Understanding Hiring Team Structure: What essential key roles are involved?

What is a hiring team?

As the name suggests, it is a group of employees, responsible for filling open positions, by identifying and hiring potential candidates. From sourcing, screening, and interviewing candidates to hiring them, they are the talent sources and are responsible for almost every stage of the entire recruitment process.

hiring team

Why do you need a hiring team?

In order to help your organization grow and stand out, you need the best people on your team, that make your organization shine, therefore the recruitment team is responsible for gathering and lining up the best talent out there. They consider the size, structure, and hiring needs of the organization, and take care of the entire hiring process.

Depending upon the type and size of the business, a recruitment team manages to fill the following number of open positions annually:

  1. Startups and small businesses – up to 10 hires per year.
  2. Medium-sized organizations – 10 to 20 hires per year. Read about what to see in an Applicant Tracking System for small and medium sized businesses.
  3. Scale-ups and fast-growing organizations – 20 to 80 hires per year.
  4. Large organizations – 80 to 1000 hires per year.
  5. Multinational Organizations – 1000+ hires per year.
type of the business

What are the responsibilities of the recruitment team?

The recruitment team manages all the recruiting operations, from devising hiring strategies to managing job boards and screening candidates to scheduling interviews, they handle all the hiring decisions and are actively involved in finding the right talent. They:

  1. Plan a strategy from start to end of the process, i.e. from sourcing to onboarding a candidate.
  2. Devise policies and steps for the recruiting process.
  3. Analyze applicant and recruiting data.
  4. Structure and review job descriptions.
  5. Construct job responsibilities and roles.
  6. Market and advertise open roles on social media platforms.
  7. Monitor the progress and productivity of the operations.
  8. List out team members involved in the hiring process.
  9. Control and handle the hiring and salary budget.
  10. Make sure to design an ideal candidate experience.
  11. Map out the time duration and interval for each stage of the hiring process.
  12. Form legal and compliance policy.
  13. Handle the procurement of resources, negotiations, and measuring of ROI.

Recruitment Team Structure – 7 key roles that form a recruitment team

The following are the main pillars that make up a recruitment team:

1.  The recruiter(s)

A recruiter is a person that is mainly responsible for the structuring of the entire hiring process and is critical to sourcing the right talent for your company. He is probably the first recruitment role you’ll have on your team, who manages the overall communication in the recruitment process and carries out the core duty of sourcing, screening, interviewing, and hiring suitable candidates. Moreover, he aligns the company's culture, vision, and goals.

2. The Talent Sourcers

The talent sourcers or resource's main job is to find the best places and platforms, online or offline, such as social media, job boards, career fairs, industry, and institute sites to source the best talent. Their main role is to find suitable candidates from a large talent pool that matches the job descriptions. They parse the CVs and align the skills and qualities of the candidate with the right position.

3.  Hiring Manager

The hiring manager or a recruitment manager is a more senior position who initiates the recruitment process and acts as a catalyst for the foundation of the recruitment team, as he is the one who requests a new position to be filled within the organization. He monitors the recruiting teams, coordinates with the recruiter, and most importantly makes the final hiring decision.

4.  HR Lead

An HR lead or head of human resource plays a vital role in the recruitment process. He makes sure that every detail is timely available to the recruitment team from candidate resumes to feedback, documents, reviews, and hiring notes. He ensures that everyone is up to date and on the same page.

5.  Recruitment Coordinator

A recruiting coordinator is generally an entry-level role, that helps with several tasks, such as posting job ads on job boards, managing candidate travels, creating offer letters, running background checks of potential hires, scheduling interviews, and many other supporting tasks.

6. The Employer Brand Manager

There is a full-time recruitment role, employer brand marketer, or recruitment marketer (see how you can create a potent recruitment marketing strategy) on your team that is dedicated to employer branding. The employer brand manager is mainly responsible for brand identity and in order to make sure that the applicants like, what they see, he manages social media, career sites, and all the candidate-facing sites.

7. The Owner

The owner or CEO is responsible for making executive decisions about new hires. He may not be always physically present during the recruitment process but can be sometimes part of the recruitment process, virtually. He is also involved in making new employees feel welcome in the company.

 7 key roles that form a recruitment team

Building your best recruitment team

best recruitment team

It is not necessary to add only the above mentioned 7 roles in your in-house recruitment team, if you find someone who has a clear understanding of what it needs to be a team player, go add him!

In order to boost your recruitment process, your talent acquisition team should do more than just collecting resumes for the open positions. They should optimize and devise best strategies to select potential hires, that are most likely to make a positive and growing impact to your organization. Your organization should assemble a serious recruitment team that is highly-performing and make a wide range of contributions in raising your organization to a whole next level.

What is the Right Size for Your Recruitment Team?

You need a balanced recruitment team for an optimized recruitment process. A small team but an efficient one is just enough. Select your recruiting team according to the size of your company, the hiring process of the organization and the number of open positions.

Connecting with the hiring team as an applicant

As an applicant, your first interaction will be with the HR of the team, in form of emails or calls. Later on you'll be interacting with several number of members in the team, individually or in a group, during a one on one or group interview. You can ask multiple queries, if you have any with the respective person in the team, virtually or physically. It’s important to keep in mind that you interact with the members in a sophisticated and professional manner.

Connecting with the hiring team as an applicant

Defining KPIs to Measure Recruitment Effectiveness

Recruitment KPIs are used to measure recruiting functions and processes. Following are some of the most effective recruitment KPIs that can help you measure the recruiting performance:

  1. Time-to-hire.
  2. Quality of hire.
  3. Cost per hire.
  4. Sourcing Channel Efficiency.
  5. Candidate Satisfaction.
  6. Submit to Interview Ratio
  7. Interview to Offer Ratio
  8. Offer acceptance rate.
  9. Hires to goal.
  10. Recruitment Site Analytics

Frequently Asked Questions

Following is a sample list of questions that might be coming in your mind, so don't worry we've got you covered:

Q1. Can there be any other roles included in the hiring team, other than those mentioned above?

Ans. The above 7 mentioned roles are not compulsory and can be chosen, depending on company's requirements. Some roles such as: the direct supervisor, recruitment coordinator, technical recruiter, campus recruiter, executive recruiter and many more can be included or excluded in the recruiting team.

Q2. What type of companies need recruiting team?

Ans. As recruiting team is entirely responsible for handling all the hiring processes, from sourcing, screening, interviewing to onboarding candidates, it is essential that every firm from a small businesses to large organizations, should consist of a talent acquisition team.

Q3. Is achieving candidate satisfaction, the goal of recruitment team?

Ans. Out of many purposes mentioned above in this article, one of the main goal of the recruitment team is to structure a smooth candidate hiring experience, as applicants share their experience in their circle, which can impact an organization's reputation, up to a great extent.



A recruitment team structure consisting of all the key members is majorly responsible for increasing or decreasing your chances to attract top talent. Backed up by a highly talented workforce, your company can lead towards growth. Make sure that your hiring managers and team members are not overworked or burdened as it will lessen your company’s performance.


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Hirecinch is one of the best applicant tracking system I have used ever, literally my my job easier

Hirecinch is one of the best applicant tracking system I have used ever, literally my my job easier

Hirecinch is one of the best applicant tracking system I have used ever, literally my my job easier

Hirecinch is one of the best applicant tracking system I have used ever, literally my my job easier

Hirecinch is one of the best applicant tracking system I have used ever, literally my my job easier

Hirecinch is one of the best applicant tracking system I have used ever, literally my my job easier

Hirecinch is one of the best applicant tracking system I have used ever, literally my my job easier