Job Details

HR Administrator

Description

The Role:
?To assist the Director of Administration with all aspects of running the London office of this international law firm, by providing a wide-range of administration duties and to deputise in her absence


Key Responsibilities:

?Recruitment:
Develop and manage preferred supplier list of recruitment agencies, ensuring effective relationship management and competitive rates / terms; Devise job descriptions and brief agencies; Screen and forward appropriate CVs;
Arrange interviews and provide feedback;
Undertake first-round interviews for secretarial and support staff; Maintain accurate records of all recruitment activity;
Undertake lateral hire / conflict checks and reference requests;
Ensure prospective candidates are eligible to live and work in the UK and organise work permit requirements
?HR Administration:
Undertake administration for new joiners, transfers and leavers, including liaison with payroll and IT;
Develop and schedule tailored induction programmes for all new joiners and ?returners?;
Organise secretarial and support cover arrangements and manage all temporary staff;
Maintain HR records, including holidays, sickness and personal files;
Administer annual renewal of practising certificates for qualified solicitors,
Update monthly telephone list and contact card;
Assist in updating the Policies & Procedures Manual.
?Training & Development:
Co-ordinate arrangements for internal and external training events and external training;
Maintain CPD and CLE records;
?Budgets:
Assist in preparation and monitoring of annual budget.
?Purchasing
Maintain contracts library / calendar, ensuring that sufficient time is given to terminate / renegotiate contracts; Assist with creation of tender documentation and collation of responses;
Assist with contract negotiations and implementation of service level agreements
Raise purchase orders.
?Facilities Management:
Assist with managing the office premises by responding to emergencies and placing calls with relevant contractors / helpdesks;
Maintain and monitor preventative maintenance schedules for all contracts; Co-ordinate security and access arrangements for contractors out of hours;
Assist with planning and briefing of contractors for office moves and changes.
?Health & Safety:
Assist in ensuring compliance with Health & Safety legislation, including the provision of DSE (Display Screen Equipment) and Pre & Post-Natal risk assessments for staff;
Arrange periodic PAT testing using external supplier; Update Health & Safety and Fire & Emergency policies and procedures; Assist with Major Incident Business Continuity planning and processes.
?US Liaison:
Input joiner, leaver and data change information onto firm's centralised HR database; Arrange flat rentals for visiting partners and ensuring office / meeting room space is organised.
?General Duties:
Organise and maintain office filing and systems; Complete expense claim forms.

Skills / Knowledge Required:
Essential:
?Fully proficient in Word, Excel, Outlook;
?Basic PowerPoint;
?Accuracy;
?Solid experience of recruitment and HR administration;
Desirable:
?HR administration training (CPP) or similar
?Health & Safety training (DSE / IOSH / NEBOSH) or willing to undertake relevant training.
?Premises administration
?Budgeting experience
Abilities / Aptitudes:
?Professional attitude - absolute confidentiality;
?Rigorous attention to detail;
?Ability to prioritise and work efficiently in a busy environment, often with conflicting workloads and deadlines;
?Uses own initiative and displays a common sense practical approach;
?Flexible in terms of tasks and priorities;
?Smart appearance and image;
?Committed, enthusiastic, sense of urgency, energetic, assertive;
?A proactive, "can-do" attitude;
?Takes pride in quality of work and takes ownership of tasks;
?Sense of humour.