HR Assistant

Term:

6 months temp with possibility of extending to permanent role depending on performance

Location:

London

Scope of Role

1. Provide comprehensive, proactive operational support for and within the HR Team and more broadly to the firm’s HR function. To ensure that operational procedures, systems and processes are co-ordinated and aligned with the HR team’s aims and objectives as well as with the firm’s business imperatives for excellence.

1. Support the HR Team in scheduling and assisting with processes and procedures, including project based, in relation to the smooth running of the team; HR documentation updates in relation to legislative or strategic changes, and occasional administrative help on ER matters.

1. Take ownership of standalone tasks with support from and providing updates to colleagues as appropriate, and in accordance with SLAs.

Support for HR Team

• Deal with e-filing/scanning/printing/photocopying requests for the HR Team

• Take a leading role in keeping the office tidy and encouraging others to do so

• Assist HRD with important event reminders

• Complete subscription renewals on behalf of the team - proactively update team and renew before deadline

• Set up one to one meetings and appraisals for the team, organise weekly team meetings and other ad-hoc meetings for the team as requested including the regular Operations team meetings; take minutes and circulate with action points when requested

• Provide administrative and organisational support to the HR Management Team including typing, preparation and distribution of correspondence and documents and other office related tasks as requested from time to time

• On occasion, assist members of the HR team with ongoing ER matters or projects with tasks such as preparing letters, scripts and checklists, drafting correspondence, updating HR reports and spreadsheets, keeping on top of relevant diary dates

• Order John Lewis vouchers as needed and maintain the eyecare voucher process

• Manage any tenders that come to HR, collating and submitting the information within the given timelines

• Support the HR Team with operational annual projects (annual salary review, bonus review, appraisals etc.) as well as ad-hoc projects such as systems and process changes.

• Support HR Social Committee with managing the social budget and planning and arranging events.

HR document management and process maintenance

• Manage and maintain the annual HR calendar, provide monthly updates to the team at team meetings and diarise important dates

• Maintain and update at point in time the internal process documents including the Key Documents list, HR Communications document, new joiner presentation, HR new joiner presentation, HR Information Guide, quarterly new joiner presentation for the Management Board

• Assist when required with tasks related to the regular HR team document audits

• Assist with updates and templates to HR policies when new legislation takes effect or as requested by members of the HR Team and upload to intranet page

• Proactively audit and update generalist HR intranet pages and policies.

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.

• Complete all tenancy, mortgage and ex-employee reference requests in a timely manner and in line with the team's SLAs

• Support the HR Operations team with reviews and reports as requested, e.g. gathering sickness or headcount data.

• Complete expense claims on behalf of the HR team and review, query and approve expense claims that come into the HR team from around the firm

• Manage all invoices for the HR team until they have been paid and support the HR and Finance team with related queries

• Monitor the suggestions scheme and complete follow up actions

• Monitor the Human Resources inbox and complete follow up actions when required, usually one day per week and on the HRA’s holidays

• Monitor, scan and distribute incoming post

• Manage the HR contact page on the intranet

• Update and complete regular audits of the firm’s MySRA records

• Complete the annual SRA and Barrister renewals

• Ensure compliance with data protection legislation in accordance with the firm’s policies and procedures

• Maintain up to date process notes for all aspects of your role bible

• Continually review the efficiency of the HR administration processes and make recommendations for improvements.

Human Resources Information Systems

• Be a proficient user of all HR systems including the HR system Cascade, Bowland, Allhires, Credence, WorkRite, DocuSign, MySRA, Peakon and Chrome River.

• Complete timely and accurate updates to the HR systems as requested.

Partnership with colleagues

• Provide seamless cover in the absence of other Operations colleagues, complete a handover on their return and prepare the same in advance of your absences.

• Work alongside your HR Assistant colleague collectively, particularly at busy times, to ensure deadlines and priorities are adhered to.

Skills, Experience and Qualifications

• An experienced team Assistant, HR Assistant or an accomplished Senior Administrator looking to take the next step

• Previous experience in a professional services Human Resources Team desirable but not essential

• Strong MS Office skills

• Clear speaking, listening and written communication skills

• Ability to multi-task, be proactive and stay organised

• Excellent attention to detail

• The ability to use common sense and judgement

• A collaborative, discrete but communicative and open approach (within HR)

• Strong customer service and team work ethic

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