Human Resources Assistant

Farrer & Co is renowned for its discretion, commitment, technical flair and pragmatic approach to providing solutions for our clients' complex affairs.

Our collaborative approach and "one firm" policy promotes a strong bond both between the different departments of the firm and between partners and staff; each and every person having played a part in putting Farrer & Co in the strong position it is in today.

Our reputation and success is based on the goodwill of numerous close client relationships. We are trusted advisers, acting in our clients' long-term interests and paying careful attention to quality and personal service.                                                                         

Our clients tell us they value us for our integrity, good judgement and professional excellence, as well as our broad perspective, practical solutions and value for money. They describe us as 'a likeable bunch' too.

The Team is responsible for the development of HR strategy in line with the Firm's strategy and business goals, and effecting this through the design and implementation of HR policies, practices and initiatives across all areas of people management including professional development, recruitment and selection, diversity, employee relations, pay and benefits, and organisational change and development.

To provide first class administrative, organisational and general support for the HR team to ensure the smooth running of the HR function.

To provide cover in the absence of the HR Assistant/PA to the Human Resources Director.

HR front of house

• Be the face of the HR team, meeting and greeting members of the firm, external suppliers and other visitors who come to the office for meetings with the team

• Answer team members' telephones when they are away from their desks and relay messages as appropriate

• Ensure the office is organised, tidy and stationery and forms are well stocked

• Oversee the teams meeting room calendars and bookings ensuring that meetings are moved/occupiers notified of changes

HR Team and Operational Support

• Ensure all incoming post is distributed as appropriate

• Provide secretarial and organisational support to the HR Management team as required.  This includes pro-active diary management, travel arrangements, preparation and distribution of correspondence and documents, and other office related tasks, such as scanning, printing, filing, and liaising with DocuCenre

• Typing, drafting correspondence, producing documents/letters/e-mails, employment contracts and memos as required by the HR Management Team

• Preparing presentation slides and materials for meetings and presentations as required

• Maintain the team calendar and ensure that appointments are in all diaries and diaries are pro-actively managed

• Arrange team meetings, 121s and other appointments for the HR team.Circulate agendas, produce notes and follow up on actions as appropriate

• Assist with notetaking at meetings as required and produce accurate and timely minutes as required

• Provide support to the Junior Rewards and Benefits Manager and HR Systems Analyst with salary review and bonus meetings as well as monthly payroll and benefits administration as requested

• Assist with producing and maintaining HR specific documents including updates to HR policies and handbooks in particular when new legislation and rates take effect Ensuring that all documents are produced to the highest standards of accuracy and in accordance with relevant house style

• Assist and organise team specific events such as diversity events, including Work Life Week and the annual benefits fair

• Coordinate updates to and issue annual calendar for HR Team, timetabling projects and routine tasks

• Continually review the efficiency of the HR administration processes and make recommendations

• Renew memberships and subscriptions for members of the HR Team e.g. CIPD

• Process expense claims for members of the HR team as requested

Coordination with external parties/suppliers

• Coordinate fortnightly onsite massage

• Organise and coordinate quarterly visit from the Book People

• Arrange annual in-house flu vaccination clinic (Autumn)

• Order flowers for members of the firm as requested

• Order eye care and John Lewis vouchers and distribution to employees when requested

• Liaise with the firm's healthcare provider to ensure the doctor's surgery is adequately stocked and the doctor's weekly visits run smoothly.

• Previous office administration or secretarial experience, ideally in professional services

• Proficient in carrying out general PA tasks including copy typing, e-filing and document production, to a high standard of accuracy and to deadline

• Accurate typing skills and a strong minute taker

• Excellent verbal and written communication skills

• Excellent organisational skills

• Proactive and motivated approach to work

• Excellent attention to detail

• Able to maintain strict confidentiality at all times

• Advanced knowledge of Word, Outlook, Excel and PowerPoint and document management systems

• Ability to work unsupervised and under own initiative, changing priorities to demands within the workplace

• A high standard of accuracy, presentation and attention to detail is essential

• Proactive and positive approach to problem solving

• Excellent communication skills at all levels; confident with a practical/common sense approach

• Prioritisation and organisational skills are essential

• Ability and discipline to deal with highly confidential matters with individuals at all levels

• Determination, diplomacy, discretion and tact as well as a strong sense of personal pride and responsibility for delivering a first class service

• Willingness to adapt to changing aspects of the role

• Ability to work to tight deadlines and remain calm under pressure

• Good at forming and maintaining relationships

• Flexible and willing when required to work outside normal working hours.