At HotDoc, our purpose is to improve the healthcare experience for everyone in Australia, by improving the way patients and doctors communicate. We’re used by more than 5,000 clinics and over 25,000 practitioners, which means who we hire affects how millions of Australians access healthcare.

The Role

This is HotDoc’s first permanent in-house talent hire, and it is deliberately a build role rather than a maintain role.

You will own recruitment end to end for the whole business — intake brief, sourcing strategy, screening, interview coordination, offer design, negotiation, close and handover to onboarding. And you will build the function while you run it: you choose the tooling, set the standard and design the process.

The part that matters most is sourcing. Right now our hiring runs largely on inbound, and genuine headhunting only happens for our more senior roles. . We are looking for someone who builds live talent pools and target lists for our hardest and most repeated roles, so that when a role opens there is already a list of people to call. If your strength is managing applicants rather than finding people who are not looking, this is not the role for you.

The volume is real and funded — around fifteen to twenty roles across FY27, spanning engineering, product, growth, go-to-market, commercial and corporate, alongside senior and executive mandates.

That breadth in a single seat is unusual.

What Makes This Role Different

• Build rather than maintain. The function does not exist in the form we need. You get to design it.
• Genuine ownership. You own recruitment end to end for the whole business, reporting directly to the VP People and Culture. No layer between you and the decision.
• Breadth in one role. Engineering, product, growth and go-to-market, commercial and corporate, and volume alongside senior and executive mandates.
• Real, funded volume. Around fifteen to twenty roles across FY27, backed by an approved growth plan.
• A seat at the table. Direct work with the CEO and our senior executive team, and exposure to the board and an engaged investor on executive searches.
• A mission that matters. Primary care in Australia, at real scale.

What You’ll Do

• Own recruitment end to end for every open role — brief, sourcing, screening, interviews, offer, close and handover.
• Proactively source. Build target lists, run outreach, and maintain talent pools for hard-to-fill and repeat-hire roles so we are not dependent on inbound.
• Partner with hiring managers and the executive as a trusted advisor. Run intake sessions, coach on interviewing and decision making, challenge scope and compensation where a role is not landing, and hold the process and the bar.
• Own the ATS, the hiring data and the reporting — funnel health, time to fill against target, source of hire and offer acceptance — brought to the executive as insight rather than status.
• Own employer brand and candidate experience, and work with People and Culture and Finance on the rolling workforce plan so hiring is sequenced rather than reactive.
• Set the standard for AI use in talent at HotDoc — market mapping, research, search strings, drafting and funnel analysis — and be credible coaching hiring managers on how to assess AI capability in candidates.

What You’ll Bring

• Full-cycle recruiting experience across both high-volume and senior or leadership roles, in a fast-paced environment.
• A track record of personally sourcing and closing hard-to-fill roles in the Australian market, including senior engineering.
• Both agency and in-house experience — agency for the sourcing muscle, in-house for stakeholder management and owning a process end to end.
• The ability to run multiple roles independently, from taking the brief through to managing counter-offers and closing.
• Experience in a technology or fintech environment, comfortable amid ambiguity, high growth and evolving standards.
• Demonstrated ability to partner with senior stakeholders and executives as a trusted advisor, influencing with data, insight and clear judgement.
• Experience designing and running structured, consistent hiring processes, and hands-on ATS and CRM ownership.
• A growth mindset and genuine interest in AI — automating where it helps, while keeping the candidate experience excellent.
• The autonomy to own an end-to-end function and the drive to build a great team doing great work.

Nice to Have

• Recruiting across go-to-market and corporate functions in scaling organisations.
• Having built a talent function rather than inherited one — ATS setup, pipeline discipline, hiring manager coaching and reporting from scratch.
• Comfort with recruitment analytics to diagnose where a pipeline is failing.
• Experience at our scale — roughly 80 to 150 people, scaling fast, ideally in software or technology-enabled companies.
• Mentoring other recruiters or sourcers, graduate or early talent programs, multi-region hiring, or executive search exposure.

Around 8 or more years in recruitment, with meaningful time in-house owning roles end to end. We are more interested in what you have delivered and who you have placed than in years served. No specific qualification is required — track record is the test.

Why HotDoc

We’re an employee-first company — we can’t provide a great patient and customer experience without first looking after our people.

• Hybrid working — one day per week on-site at our Melbourne HQ for local staff
• Access to our comprehensive Health & Wellbeing Program
• A generous Learning and Development budget
• Parental leave benefits including paid baby sleep school, first aid courses, and EAP for primary and secondary caregivers
• A small, senior and accessible People and Culture team
• A genuinely AI-forward business, with the tooling and the licence to use it
• Private and confidential EAP program for all employees from day one
• In-house career and strengths coaching tailored to every employee

Hybrid Working

We ask that all local staff make an effort to attend our Melbourne HQ once a week to better build relationships and meet colleagues they may not encounter during a normal working day. If this is not possible, please speak to the hiring manager during the recruitment process so we can assist with flexible working considerations if required.

Inclusion

HotDoc prides itself on being an inclusive and diverse workplace; in fact, we celebrate it. If there are any alternative considerations you might require to perform this role, or if there is anything we can do to assist you in the application process, please let us know. We will do our best to make this a great experience for you.