For this role you must have a background in HR
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 (using external providers).
-- 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, RFLs and RELs throughout the Firm, including additions or deletions during year;
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 firms 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.


- HR, Facilities, Admin

- City of London