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This job description will be reviewed periodically and is subject to change by management and/or Human Resources.

POSITION OVERVIEW

To work closely with the Senior HR Manager and HR Director, International in providing effective generalist HR services to all support groups and to manage generalist HR administration.

JOB RESPONSIBILITIES

Preboarding

• Prepare offer letters and contracts of employment for London and Brussels;
• Keep managers appropriately updated throughout the onboarding process of new joiners;
• Work with the external screening service to manage the referencing and background checks process, identifying any potential issues;
• Conduct visa and right to work checks;
• Manage conflicts clearance for required positions;
• Ensure information is efficiently passed to the HR Operations team to enter new hire data onto PeopleSoft.

Onboarding

• Conduct the new joiner's HR Orientation and assist with ensuring that content is current;
• Preparation of orientation schedules and updating and preparing new joiner packs;
• Assist with HR Catch Ups for new joiners.

HR Recording

• Assist with tracking the mid and end of probation meetings for support staff and drafting end of probation letters;.
• Monitor work permits and visas for all employees and ensure that the database is kept up-to-date;
• Monitor and send weekly reminders for probations and exit interviews;
• Assist with the maintenance of electronic files and ensuring that all documents are filed correctly and in a timely manner.

Off-boarding

• Liaising with the HR General and HR Operations teams on leaver administration for letters, assist with exit interview documents and setting up exit interviews;
• Work with HR Operations and Legal Recruiting & Development teams to ensure off-boarding system tasks are completed in a timely manner.

Policies and Procedures

• Build knowledge and understanding of all the Firms' HR policies and their practical application;
• Assist Senior HR Manager/HR Director, International in updating and reviewing HR policies as and when propriate;
• Assist with updating the HR Procedures Guide;
• To carry out research and prepare papers as requested.

Reporting

• Collating and sending updates for the weekly International HR Report.

HR Administration

• Assists with responding to employee inquiries in a timely manner, and where appropriating directing to the appropriate person or team and within 24 hours;
• Processing invoices and expenses via Chrome River and managing any related queries;
• Provide support and guidance to less experienced team members;
• Prepare ad hoc letters; references, mortgage references etc;
• Arranging home IT equipment for all new joiners in the London office;
• Assist with the scheduling of meetings for HR international visitors;
• Booking accommodation and office space for visitors and/or employees on secondment to London;
• Prepare return to work orientation schedules for employees after maternity leave;
• Partake in ad-hoc project work.

Training

• Arrange staff training at the request of HR Manager/HR Director/Line Managers as needed;
• Keep records of training completed and maintain materials for ongoing training opportunities.

To undertake any other tasks or responsibilities which reasonably fall within the remit of this position.

QUALIFICATIONS

Education, Work Experience, Skills

• Previous experience as an HR Coordinator. CIPD desirable but not essential. A Bachelors degree is preferred and experience in a law firm essential.
• Excellent time management and organisational skills.
• Excellent writing and communications skills.
• Excellent attention to detail and follow-through skills.
• Ability to identify anything which could impact employment in the workplace eg changes in employment law, economic changes etc bringing ideas to attention of HR Manager/HR Director to enable HR team to respond appropriately and continually evolve;
• Ability to multi-task, prioritise and maintain focus in a demanding environment.
• Ability to work with many different personalities in sometimes stressful situations, remaining calm at all times.
• Ability to solve problems on an immediate basis and work using initiative.
• Ability to maintain confidentiality.
• Ability to remain customer focused.
• Ability to demonstrate a flexible and hands-on attitude; responding effectively to rapidly changing circumstances.
• Excellent team player and strong interpersonal skills.
• To become a reliable, trusted and effective support to the HR Manager/HR Director and others.
• Flexibility to work additional hours when required to support the needs of the team.

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.

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