Human Resources Assistant

Job content

Farrer & Co is synonymous with the highest quality legal advice and service.
We advise individuals, families, businesses, financial services, educational and not-for-profit organisations on every aspect of the law, wherever the need arises. From our offices in London we work with trusted professionals around the world to deliver a seamless international service.
Our clients present us with complex and varied challenges. Whether that’s a complicated family trust issue, a multinational corporate transaction, or an emerging threat to their reputation, they need clear thinkers who can advise on the best solutions, fast thinkers when speed is of the essence and agile thinkers who can produce a fresh approach to get the job done. That’s why they choose us.
Our clients value our in-depth knowledge, technical excellence and diversity of disciplines. But what really binds our long-standing relationships with them is our approach: pragmatic, plain speaking and always steadfast in our values, which we hold dear. Values which mean we gain our clients’ trust, always strive to do the right thing, and aim for the best results for them.
Superb client service sits at the heart of everything we do. We are modern lawyers with timeless values.

The Team

The Team is responsible for the development of HR strategy in line with the Firm’s strategy and business goals, and effecting this through the design and implementation of HR policies, practices and initiatives across all areas of people management including professional development, recruitment and selection, diversity, employee relations, pay and benefits, and organisational change and development.

Scope

To provide a comprehensive, proactive and personal administrative support service to the HR Team. To enable the smooth running of the HR function and to ensure the HR Team’s effectiveness and efficiency through first class administration and organisational support working in close collaboration with fellow HR Assistant and the HR team.

Responsibilities

Support for the HRD and wider Management Team

• Provide secretarial and organisational support to the HR Director (and wider HR Management team as required) including diary management, training and meeting bookings, travel arrangements, team celebrations, preparation and distribution of correspondence and documents and other related tasks as requested from time to time
• Setting up the team’s appraisals, mid-term reviews and some 121s
• Other ad-hoc tasks as requested by the HR Management Team from time to time.

Support for the HR Team

• Deal with scanning/printing/photocopying/e-filing requests for the HR Team (alongside the other HR Assistant)
• Renew memberships and subscriptions for the HR Team e.g. CIPD
• Manage and maintain the annual HR calendar, provide monthly updates to the team at team meetings and diarise important dates
• Work alongside Senior HR Manager - Projects and HR Director to check monthly reports, add pertinent dates to the team’s diaries and send the reports ahead of time to the Board Secretary
• Process expense claims for members of the HR team as requested.

General HR administration duties

• Alongside the other HR Assistant, be a face of the HR Team for the firm. Meet and greet members of the firm, suppliers and other visitors who come to the office for meetings with the team. Answer team members’ telephones in their absence and relay messages as appropriate
• Ensure compliance with data protection legislation in accordance with the firm’s policies and procedures
• Check eligibility for expense claims made by members of the firm and send them to HR Management Team for approval
• Maintain up to date process notes for all aspects of the HR Assistant role, including your role bible
• Manage the Suggestions inbox and report to HR Director once per month or at point in time, as appropriate
• Continually review the efficiency of the HR administration processes and make recommendations.

New starter process

• Be responsible for the overall new joiner process according to the new joiner checklist for the HR team including, but not limited to, the following responsibilities:
• Maintain all new joiner paperwork and ensure it is up to date in house style
• Liaise with new joiners in conjunction with SRO and HR Adviser/HRM where appropriate before their first day
• Create and coordinate induction process in preparation for the new joiner’s first day
• Point in time entry of new starter details onto the HR Systems (including SDW and Bowland) and ensure that it is promptly passed on for checking
• Welcome new starters at reception on their first day (when we are no longer working remotely) and deal with relevant paperwork, ensuring the best possible welcome to the firm
• Carry out HR induction from time to time if requested
• Prepare paperwork prior to HR follow-up meeting and ensuring that HR Advisers are aware of any missing paperwork
• Organise quarterly welcome lunches for new starters with the Management Board
• Prepare new joiner slides for Management Board ahead of quarterly presentations
• For temporary staff, ensure they receive and complete the necessary paperwork on their first day; for Vacation Schemes, ensure the KL&D team return the required documents on the individuals’ first day.
• Manage the background checking process for all new joiners and for employees’ mid-employment checks.

Human Resources information systems

• Maintain the HR Team’s intranet page ensuring it is up to date with the latest information and news as appropriate and audit once per month
• Collate news items on behalf of the HR Team, drafting news articles where necessary for the firm-wide fortnightly news bulletin

• Be a proficient user of all HR systems including: HR database system (Cascade), SurveyMonkey, Chrome River, Credence and WorkRite
• Ensure timely and accurate updates to the HR system as requested.

Coordination with external parties/suppliers

• Coordinate fortnightly onsite massage
• Arrange, coordinate and manage the annual in-house flu vaccination clinic, both in advance and on the day(s) (Autumn)
• Liaise with the firm’s healthcare provider to ensure the doctor’s surgery is adequately stocked and the doctor’s weekly visits run smoothly and send a monthly report to the healthcare provider.

Policies and projects

• Coordinate and run the annual Practising Certificate renewal process
• Help to plan, coordinate, schedule and assist with the logistics and administration of the HR Academy sessions
• Represent HR on the Business Services Social Committee and assist with event organisation
• Assist with any other ad hoc projects or tasks as identified by the HR Management Team.

Partnership with fellow HR Assistant

• Provide seamless cover in the absence of the other HR Assistant ensuring that all priority tasks are taken care of in accordance with SLAs and a handover is completed on their return
• Ensure you provide a full handover to your HR Assistant colleague(s) before periods of absence
• Work alongside your HR Assistant colleague(s), particularly at busy times, to ensure deadlines and priorities are adhered to.

Skills and Experience

• An experienced team Assistant, HR Assistant or an accomplished Senior HR Administrator looking to take the next step
• Previous experience in a professional services/legal Human Resources Team desirable but not essential
• Strong MS Office skills
• Clear speaking, listening and written communication skills
• Ability to multi-task and stay organised
• Excellent attention to detail
• Discretion
• The ability to use common sense and judgement
• A collaborative and open approach (within HR)
• Strong customer service and team work ethic.

Education and Qualifications

• May be part/fully CIPD qualified. This is not essential.

Special aspects

The hours of work for this opportunity are 09:30am-5:30pm but we would expect the candidate to be committed, flexible and prepared to work beyond the normal office hours if necessary and in response to client demand. The candidate will be expected to follow the firm’s agile working policy, which embraces home working but will require employees to spend a minimum number of days each week in the office. Farrer & Co is open to flexible working by arrangement although this role is intended as a full-time position.

Comments

Farrer & Co conducts a pre-employment screening which consists of a Criminal History Background and Credit Check for successful candidates.

Job Type: Full-time