HR Administrator

Kingsley Napley is an internationally recognised law firm based in Central London. We support individuals and businesses in resolving conflict, safeguarding their futures and maximising opportunities. Our wide range of expertise means that we can provide support for our clients in all areas of their business and private life. Many of our lawyers are leaders in their field and our practice areas are highly ranked by the legal directories.

The HR team currently consists of the HR Director, 2x HR Managers, Senior HR Officer, HR Officer, 2x HR Assistants, Recruitment Manager, and Recruitment Administrator.  We are a progressive, friendly and hardworking team who are client focused and enjoy the challenges of working for a busy medium sized law firm who have enjoyed continuous success in the Sunday Times Best Companies to Work For list placing this year at number 16.

To work with a busy HR team to provide comprehensive, flexible and pro-active administrative support to the HR team and to maintain and improve the HR team’s efficiency.

General Administration

• Supporting the HR team with employee life cycle administration (including starters, leavers, probations, and fixed term contracts)

• Supporting the Firm’s induction for new joiners

• Preparing and responding to reference requests

• Processing expenses and season ticket loans

• Organisation of staff gifts and length of service awards

• Carrying out archiving of HR files and documents as required on a monthly basis

• Responsible for the electronic and/or paper filing for the HR team

• Prepare and process invoices for payment, in addition to logging and tracking of the HR team budgets

• Coordinate of the Firm’s weekly newsletter updates from the HR team

• Distribution of internal and external post

• Updating the HR team’s management report for distribution to the Managing Partner

• Assisting with the administrative duties of the Firm’s annual salary review and bonus processes

• Undertake administrative tasks to assist the HR team as required.

Diary Management & Meeting Coordination

• Diary management for the HR Director and HR Managers, and relevant firm-wide events

• Management of meeting rooms on the HR floor

• Note taking at ad-hoc HR meetings

• Coordinate the monthly team meetings, including; booking meeting rooms, completing function booking forms, preparing agendas and taking accurate minutes

• Organisation of the HR team’s travel, conferences, lunches and training

• Provide administrative support to the HR led committees, e.g. Responsible Business Committee and Diversity & Inclusion group, including; room bookings, function booking forms, agendas and minutes

• Assisting with the administration of the delivery of internal training courses and wellbeing sessions including room bookings and room preparations, calendar appointments, material production, catering requests and attendance sheets

• Assisting with the administrative duties of the Firm’s annual trainee assessment days such as printing bundles, organising catering, booking rooms etc.

Systems & Data

• Updating HR records and maintenance of the HR database

• Assist the HR team with regular management information reports and ad hoc reporting as required

• Assist with the production of documents (using Word, PowerPoint and Excel) and printing as required by the team

• Assisting with the firm’s annual appraisal process, updating the online system and producing reports.

Projects

• Oversee the HR team’s e-filing project and on-going regular maintenance of paper and electronic personnel files

• Any other ad hoc HR projects and general administration required within the team.

Other

• Provide cover for the HR Assistants as and when required

• Continually review the efficiency of the HR administration and make recommendations for enhancements.