HR Administrator

Department(s): HR

Location: London

Job Level: Administration

Position Title: HR Assistant

Reports To: Senior HR Manager

Hours: 9:30 am to 5:30 pm (with flexibility in accordance with the needs of the business)

The Business:

Greenberg Traurig LLP is now a global powerhouse with over 2,650 lawyers in 47 locations worldwide. Established in London in 2009, GT’s London office has expanded through strategic growth to become a full-service, multidisciplinary practice with more than 140 high-calibre lawyers. We provide tailored, partner-led strategic advice and efficient, cost-effective legal services to UK and international clients.

Our London team advises on a broad spectrum of domestic and cross-border legal issues, including in the areas of Arbitration, Banking & Finance, Capital Markets, Civil Fraud & Business Disputes, Corporate/M&A, Data Protection & Privacy, Employment, Competition Law and Regulatory, Funds, Intellectual Property, Litigation, Private Equity, Real Estate, Regulatory, Restructuring & Insolvency, Tax, and White Collar Crime & Investigations.

Reflective of London’s multifaceted business community, our client base is varied across many sectors, including chemicals, pharmaceuticals, life sciences, energy, retail, real estate, financial, automotive, and communications.

Our commitment to building long-term relationships with clients as well as establishing new ones has led to the office being consistently recognised by leading legal directories, including Chambers & Partners and Legal 500.

In addition, creating a diverse and inclusive work culture that offers our employees the opportunity and support they need to succeed is a core value for us at GT. We want to ensure potential employees are supported through the recruitment process and therefore we are happy to discuss any reasonable adjustments that are required at any stage of the process or upon joining GT.

The Role:

HR Assistant

To provide a proactive HR administration service to the HR Team across the full employee lifecycle. This is a generalist role which means that the individual will be involved in a variety of workstreams and projects as required.

Responsibilities:

HR Generalist administration:

To provide administrative support to the HR team as follows:

• To be the first point of contact for general employee queries and to manage the London HR inbox ensuring emails are acknowledged and actioned within a timely manner.
• Update employee information on Workday in an accurate and timely manner, including adding new starters, updating leavers, actioning changes and running reports such as sickness absence reports
• Manage any requests for employee references and data in accordance with firm policy.
• Creating HR reports as required such as headcount data, annual leave balances or data for clients.
• Support with arranging departmental meetings as required
• To support with any training requests from employees including liaising with training providers and booking training as required.
• Provide support for the annual appraisal process for all employees.
• Draft correspondence for review by the Senior HR Manager as requested e.g., leaver letters, flexible working arrangements, secondment letters, maternity correspondence etc.
• To support HR projects and workstreams as required
• To support with the ongoing implementation of Workday
• General admin for the HR team as required

Recruitment and Induction:

To provide support for the full lifecycle of the recruitment process across the Firm as follows:

• Managing applications through CV mail, updating the process and inputting interview feedback.
• Liaison with agencies and hiring managers/teams to set up interviews, coordinating schedules with applicants and interviewers, creating appointments, booking rooms and sending interview confirmations.
• Support the preparation of contracts of employment and associated new joiner paperwork and liaising with other teams across the firm as appropriate, to advise of the new starter.
• Liaison with candidates to ensure they complete the pre-employment screening, this includes reviewing documentation, monitoring progress, chasing for updates as necessary and highlighting any potential issues to the HR team.
• Manage the conflicts process for those roles that require clearance.
• Creation of induction schedules and associated meeting invites, room set ups and updating and preparing new joiner packs.
• Manage the mid and end of probation process for employees including end of probation letters.
• Completion of new joiner checklists in a timely manner

Leaver process:

• Manage the leaver process including correspondence to employees, setting up of exit interviews and advising other business services teams as appropriate.
• Ensure the leaver checklist is completed in a timely manner.

Policies and Procedures

• Support the HR team with updating policies and procedures in line with current legislation
• Create and update process mapping documents for all HR processes
• To support with the updating and upkeep of the HR information on the firms intranet pages

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Experience, Skills and personal attributes:

• Good working knowledge of HR practices is essential, ideally within a legal or professional services environment
• Excellent time management and organisational skills.
• Excellent writing and communications skills.
• Excellent accuracy, attention to detail and follow-through skills.
• Ability to multi-task, prioritise and maintain focus in a busy environment.
• Ability to solve problems and work using initiative.
• Always maintain a customer focused approach.
• Ability to demonstrate a flexible and hands-on attitude, responding effectively to rapidly changing circumstances.
• Experience of HR systems would be advantageous.
• A self-starter and team player, able to accept direction, yet work independently.
• Outstanding interpersonal and communication skills, both written and oral, with the ability to interact with people at all levels.
• Excellent prioritisation and time management skills.
• Flexibility and adaptability in a fast-paced work environment.
• High level of proficiency using Microsoft Office (Outlook, Word, Excel, and PowerPoint).

Qualifications:

CIPD qualification or an undergraduate degree in HR would be advantageous

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