Case Studies: Optima
Client Details
Optima are experts in devising solutions which compliment cutting edge office designs. Based near Bath, they have over 30 years experience in the glass partitioning industry.
The HR team had remained the same for nearly a decade – a real testament to them as an employer. Despite having an established HR team, a sudden resignation left a critical gap in the team that needed to be filled – quickly!
Background
Experiencing a staff shortage after being such a long-standing team meant that, naturally, they faced some disruption and uncertainty. This was compounded by a shortage of candidates who met the experience level they were looking for – time was getting on, and the HR team was absorbing the additional workload.
And, like most companies, Optima needs their new employees to work from the office during the training period. This, combined with the skills level needed, meant local candidates were proving hard to find. After not having much luck with a previous recruiter, they knew they needed some specialist support.
What we did
Role: HR Advisor
Hiring manager: HR Director
Browsing LinkedIn one day, Optima’s HR Advisor spotted our ‘No Fee Friday’ video that our Managing Director had posted. It’s a series of ours where we offer candidates out for free – simply to help them land a role.
Lauren had posted a video showcasing a local HR candidate, who happened to be relevant for the role! Within hours, we set up a call. The candidate in question wasn’t suitable this time, but it led to us having a conversation where we were able to demonstrate our HR recruitment knowledge – we could actually hear a sigh of relief at the end of the phone! From there, our partnership began and we cracked on with sourcing candidates.
How we helped:
- Proactive sourcing: We knew this was an urgent role, so we didn’t rely on the job boards. Instead, we leveraged our HR network and proactively headhunted candidates that we knew would fit Optima’s needs. Our focus was on finding individuals with more experience than a Coordinator, but not quite at the Advisory level, considering the admin responsibilities involved.
- Efficient process: The brief was taken on a Friday afternoon, and by the following Monday, we had already sent two CVs from our existing network. A third candidate was presented the next day. Optima’s responsiveness and detailed brief made our job that much smoother, allowing us to move swiftly.
- Transparent communication: Throughout the process, we maintained clear and open communication with Optima’s HR team. From same-day, detailed feedback on candidates to flexible scheduling to accommodate interviews, they were brilliant at collaborating with us to fill this role quickly.
Utilising our HR network
The time-to-hire was just two weeks, from the initial briefing to the candidate’s resignation from their previous role. The CV-to-interview ratio was 3:2.
Sarah, the successful candidate, brought 2.5 years of prior HR experience and was actively pursuing her CIPD qualification that she was paying for herself. She was a perfect fit for the role and team, and her integration into Optima’s HR department was seamless!
Within just four weeks of Sarah’s start date, our team met with Optima’s HR Director and Advisor, who told us how impressed they were with the new hire. The HR Director said, “All great so far, thank you – she’s a pleasure to have!”
The Grace approach
By asking the right questions during the initial briefing, we were able to clearly articulate Optima’s Employee Value Proposition (EVP), including benefits, culture, work-life balance, and career opportunities. This not only attracted the right talent, but also helped strengthen Optima’s employer brand.
The process was smooth, efficient, and respectful for all parties involved, ensuring that even candidates who were not selected had a positive experience. This is something that is really important to us at Grace. Meaningful feedback was provided quickly, leaving a lasting positive impression of both our team and Optima Contracting.
This successful placement marked the beginning of a new partnership between Optima Contracting and Grace. Our ability to quickly get on board, understand our client’s needs, and know that we share the same values meant that we could fill this role smoothly and were able to relieve the pressure on the HR team. Thanks to Optima for being so brilliant to work with!
Hear from the hiring manager
“Lauren assisted us recently to recruit an HR role in my own team, the whole process was efficient, speedy, pain free and professional. We are delighted with our new recruit who is proving an excellent addition to the business.”
Lynne Stephens – Divisional Director – Human Resources
Get in touch
If you would like to learn more about how Grace can help you to build your team, get in touch.