Recruitment Assistant

Overview

This is a fantastic opportunity to join and continue to advance your career within a growing HR department of an international US law firm that is experiencing exponential growth. Our office hours are 9.30am to 5.30pm (35 hours a week), Monday-Friday but, additional hours may be required. The role is full time and offers hybrid working, 3 days in the office and 2 remote.

Key Duties and Responsibilities

Recruitment

• Support the Recruitment Manager with the full recruitment cycle including helping to screen CVs for shortlisting;
• Coordinate all associated recruitment administration including scheduling in-office, video and phone interviews, coordinating multiple diaries, sometimes across multiple time zones;
• Work with recruitment agencies to ensure diverse shortlists are submitted for new vacancies;
• Support with running interviews for some business services roles;
• Review and update job descriptions;
• Track interview data for monthly and quarterly reporting;
• Assist in managing applications and vacancies on the Applicant Tracking System (ATS) system (Workday);
• Administer assessment tests;
• Aide in collecting interview feedback;
• Own and manage the recruitment inbox, responding to all queries promptly;
• Develop talent pools for business services roles;
• Keep up-to-date with trends and developments in the legal recruitment market, sharing best practice accordingly.

Onboarding

• Create employment contracts and send all relevant data to HR systems in a timely and accurate manner for each new hire;
• Manage the full onboarding process and to provide a high touch onboarding experience for all lateral hires in the London and Brussels offices to ensure an engaging and seamless candidate experience;
• Manage the external background screening process with the Firm’s third party supplier and candidates to ensure that checks are initiated in a timely manner and that the appropriate checks are completed before the start state, working closely with the HR team to resolve any issues which may arise and to minimise potential delays in start dates;
• Conduct right to work and identification validation checks for new hires;
• Proactive approach when liaising with hiring managers and partners to ensure appropriate and timely communications throughout the onboarding process for their new hires;
• Partner with key departments to ensure a smooth onboarding experience including working with internal stakeholders with the coordination of induction schedules and preparation of employment documentation;
• Coordinate flights and accommodation for international new hires in line with the Firm’s relocation policy;
• Manage the visa process for new hires that require sponsorship using the Firm’s appointed immigrations lawyers and ensure that all visa documentation is maintained and filed accordingly;
• Diarise regular check-in calls and/or emails with new hires;
• Process recruitment invoices and expenses on the Firm’s internal system(Chrome River);
• Work with the wider HR team to deliver on ad hoc projects as and when required;
• Undertake and attend specific training when required to do so and take responsibility for own self development;
• Comply with all external legislative and compliance requirements as placed on the Firm by the SRA and other official bodies;
• Keep up-to-date with internal policies as set out in the Firm’s London Office Handbook;
• Adhere to and promote the Firm’s Equality and Diversity policies;
• Other ad hoc tasks when required.

Person specification

• Previous experience working for an in-house legal recruitment team, in a similar role;
• Knowledge of managing the administration with regards to recruitment processes;
• Ideally degree level educated or equivalent;
• CIPD qualified or interested in working towards;
• Experience working with people data and databases such as Workday and/or AllHires, a distinct advantage;
• Proficient with MS Office suite;
• Able to manage own workload and prioritise incoming tasks;
• Highly organised, self-motivated and proactive;
• Meticulous attention to detail;
• Exceptional communication skills (verbal and written);
• Ability to work under pressure and meet tight deadlines;
• Adaptable with the ability to work in a busy team environment.