Assistant – Legal & Graduate Recruiting & HR

Providing effective administrative support to the Trainee Solicitor Recruiting Manager, Human Resources Manager and Administrative Director, this role holds overall responsibility for the administration of all recruitment, trainee development and HR processes and events.

Key Responsibilities:

GRADUATE RECRUITMENT

• Working with HR Coordinator and Reporting to Trainee Solicitor Recruiting Manager, you’ll arrange attendance at and travel to university law fairs and presentations and attend when necessary.
• Arrange venue, attendees for and travel to the various recruitment receptions and social events.
• Organise interviews (Spring and Summer vacation scheme and training contract interviews); book rooms, collate interview packs and coordinate interviewers.  Ensure interview feedback is received and attached to application.
• Build relationships with future and current trainees; maintain contact with future trainees as they progress through university and law school.  Maintain and update Future Trainee database.
• Administer payment of law school fees and maintenance grant for future trainees.
• Administration of vacation and billing of time for trainees.
• Organise and help to deliver the trainee induction programme.
• Organise Professional Skills Course (PSC) core module course and book PSC elective courses.
• Assist with booking the trainees on the external Litigation Training Programme.
• Assist with seat rotation programme for trainee solicitors including overseas seats (to include liaising with colleagues in regard to temporary accommodation, visa requirements and other related paperwork).
• Assist with the organisation of visas, work permits, language lessons and process expenses/reimbursements.
• Assist with the organisation/attendance of events for graduates.
• Act as a point of contact for all future trainees and process all LPC/GDL/SRA payments and reimbursements.
• Maintain contact details for all future trainees (e.g. home/term address, contact email, year of study etc.).
• Administer the NQ process (meeting SRA requirements for pre-qualification through admission).

RECRUITMENT AND GENERAL HR

• Working with HR Coordinator and Reporting to HR Manager and Administrative Director.
• Forward all appropriate CVs, on to relevant Partners/hiring Managers, produce reject letters, liaise with agents and arrange interview schedules.
• Process recruitment invoices, ensuring sign off and approval.
• Track all applicants on system and report appropriately to NY and London HR Manager.
• Assist in the co-ordination and administration of the new hire and transfer process for all new joiners (lawyers, trainees, vacation students, summer associates and support staff) including but not limited to: Preparation of offer/secondment letters, and hire files; Making travel arrangements and arranging accommodation/temporary housing; Collation of background and DBS checks; Setting up induction schedules for all new joiners and collecting all new hire paperwork; Updating PeopleSoft, filing and archiving applications; Administration of all travel expenses for candidates; Updating/distributing London Office Arrivals/Departures chart.
• Maintains absence records including logging all employee vacation on PeopleSoft. 
• Administers the joining and removal of employees to the Firm’s benefit schemes, and assists with the coordination of the annual flu vaccinations.
• Orders and distributes anniversary vouchers (10/20 years).

IMMIGRATION AND VISA APPLICATIONS

• Reporting to HR Manager and Administrative Director.
• Tracking of expiry on work permits/visa/passports for all employees.
• Producing immigration letters-maintenance
• Placing adverts for RLMT (Resident Labour Market Test) and ensuring adverts are running in the background at all times, tracking when they expire.
• Working closely with the HR Manager to administer and advise employees on new permits, extensions, ILR (Indefinite Leave to Remain) applications etc. in conjunction with the Firms immigration advisors.

EDUCATION & TRAINING

• Reporting to Trainee Solicitor Recruiting Manager, Data & Practice Group Services (NY) and Recruiting Partner.
• Liaise with associates, partners and trainees regarding completion of trainee mid and end of seat reviews.
• Liaise with associates, partners and summer students (US and UK) regarding end of placement reviews.

SUMMER PROGRAMME US AND UK

• Reporting to Trainee Solicitor Recruiting Manager and Administrative Director.
• Organise US Summer associate placements in the London office.
• Help with the preparation and organisation of the UK Spring and Summer vacation schemes including room and secretarial allocation, induction, training and social events.
• In addition, responsibilities related to maintaining firm and client information are to be adhered to by all employees. This includes complying with the firm’s information security policies, protecting firm assets from unauthorised access, disclosure, modification, destruction or interference, and reporting security events or potential events or other security risks to management.

QUALIFICATIONS

• Strong communication, organizational and interpersonal skills.
• Self-motivated with an ability to multi-task and remain focused in a demanding environment.
• Work well under pressure and to deadlines.
• Attention to detail and accuracy.
• Ability to multitask effectively.
• Maintain high quality standards in a professional environment.
• A team player with excellent interpersonal skills and willingness to help.

EDUCATION & EXPERIENCE

• A’ Level or equivalent required.
• CIPD/Recruiting qualifications desirable.
• 12-18 months graduate recruiting and administrative experience in a law firm desired.