By Jack Heffren, Senior Divisional Manager
Using a recruitment agency for the first time can feel unclear, particularly if you are not sure what to provide, how the process works, or how to judge whether you are getting good service.
This is a straightforward guide for hiring managers who are new to working with an agency and want to understand what to expect at each stage.
The first step is a briefing call or meeting with a consultant. This is where you explain the role, the team, and the context for the hire. A good consultant will ask detailed questions not just about the technical requirements of the role but about the culture, the reasons the position is open, and what has or has not worked in previous hires.
Come prepared to talk about the person as well as the job. The skills in a job description are necessary but rarely sufficient to describe the kind of person who will actually succeed in a specific environment. The more context you can provide, the more accurately your consultant can represent the role to candidates.
Once briefed, your consultant will begin searching their network and database and approaching relevant candidates directly. For specialist roles, the initial search often relies on direct outreach to people who are not actively looking, rather than waiting for applications to come in.
You should receive a timeline at this stage: when to expect a first shortlist, how many candidates to aim to see, and what the intended pace of the process looks like. If timelines slip without explanation, it is reasonable to ask why.
When your consultant presents a shortlist, they should be giving you more than CVs. A well-briefed consultant will provide context on each candidate: why they are relevant, what their motivations for moving are, any reservations, and how each person maps to the brief.
If the shortlist does not feel right, give specific feedback. 'These candidates are too junior' or 'We need someone who has worked in a regulated environment' gives your consultant something concrete to work with. Vague feedback slows everything down.
Your consultant will coordinate interviews, gather feedback from both sides, and manage communication between you and the candidate. At the offer stage, they will handle salary negotiation and manage the process through to acceptance.
Strong candidates often have multiple processes running at the same time. Delays in making decisions, providing feedback, or issuing offers are one of the most common reasons good hires are lost. If your consultant raises a concern about a candidate's other options, take it seriously.
Most reputable agencies offer a rebate or replacement period if a placement does not work out within a defined timeframe, typically three to six months. Understand what that looks like before you sign any terms.
A good consultant will check in after the new starter has begun, to make sure things are going well on both sides. That aftercare is a signal of a consultant who is invested in the relationship beyond the fee.
If you are ready to brief a role, Elevation works with businesses across South Yorkshire and beyond across a wide range of disciplines. Submit a vacancy at https://www.elevationrecruitmentgroup.com/vacancy-registration
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