HR Administrator

Lewis Silkin is a UK top-100 commercial law firm with offices in London, Oxford, Cardiff and Hong Kong. The firm is recognised by clients and industries alike as being distinct: for its deep understanding, insight and advice to creative, innovative and brand-focused businesses; for its market-leading international practice in employment, immigration and reward; and for delivering pragmatic, commercial advice in a refreshingly human way.

With 55 partners and more than 340 staff, the firm is structured around two key divisions; Employment, Immigration and Reward, and Creators, Makers and Innovators.

The Employment, Immigration and Reward team is consistently top-ranked, and was named HR Law Firm of the Year 2015 by the Legal 500. With around 100 lawyers, Lewis Silkin’s employment and immigration team offers an unrivalled service supporting clients, including many of the world’s leading businesses, on their HR, employment and immigration law needs domestically and internationally. 

The Creators, Makers and Innovators team is made up of leading advisers for creative, innovative and brand-focused businesses, offering a deep understanding of the industry sectors in which clients operate combined with real expertise across a wide range of legal services. From start-ups to multinationals, the firm’s comprehensive and commercially focused advice helps clients succeed in an increasingly complex and converged international marketplace.

The HR team consists of 11 members, the majority of whom are based in our London office.  This role provides the opportunity to work with the whole team on a regular basis. Reporting into the HRMs, this role will be on an initial six month fixed term contract with a view to becoming permanent.  All members of the team work closely together to support staff across the business covering resourcing, reward, development and employee relations.

Provide secretarial and administrative support to the Human Resources team.  Working closely with the HR Assistant and the wider team, this role will support day-to-day delivery of HR processes and departmental administration; proactively prompting other members of the team when action is required in their client groups.

This is a generalist role that offers exposure to HR information systems, employee relations‚ L&D‚ recruitment‚ compensation & benefits and operational HR. 

Role Content:

Specific duties include but are not limited to the following:

HR Administration

Payroll & Benefits

• Ensure all documentation relating to payroll is communicated to Payroll Officer in a timely manner

• Ensure all employee benefit information is kept up-to-date and administered efficiently

Secretarial

• Provide PA support to the Chief People Officer when required

• Produce letters, take minutes and prepare meeting notes as and when required

• Proactive diary management for Chief People Officer, such as forward planning of committee meetings and preparation of meeting materials

• Arrange meetings for team members when necessary, book rooms and send Outlook appointments

• Maintain accurate and up-to-date filing systems and archiving materials when appropriate

Invoices/Expenses

• Ensure all invoices are approved and received by the finance team in a timely manner

• Process all expense claims for the HR team and the wider firm including staff benefits

• Maintain accurate financial records accordingly

HR Systems and Management Information

• Assist the HR Assistant in maintaining the HRIS (“Cascade”) and ensure information is inputted accurately and in a timely manner, taking account of payroll deadlines including amendments to staff details (i.e. salary changes, hours, personal details etc.)

Recruitment

• Assist the HR Assistant with arranging interviews when necessary

• Administer tests for candidates when necessary

• Keep the firm’s recruitment portal *Allhires” up-to date with accurate vacancy details

• Monitor candidate applications and process accordingly through the recruitment portal

• Update the firm’s intranet and website recruitment pages with current vacancies and any other changes as required

• Work with the HR Officer to organise and co-ordinate the annual trainee solicitors’ induction programme

• Provide administrative assistance to the Graduate Recruitment Officer at peak times with the annual recruitment cycle.

Joiners/Leavers/changes

• Support the HR Assistant in managing the joiner process including production of offer letters and contracts

• Produce bespoke induction programmes for all new joiners including induction packs

• Diarise six week catch-ups and probation review meetings prompting relevant stakeholders where necessary

• Set-up and activate access to information systems including training site and appraisal platform.

• Support the HR Assistant with the leaver process including arranging exit interviews.

Operational Support

• Timely management of all reference requests (including mortgage, tenancy and employment references)

• Ensure that all administration processes supporting the range of HR operations are carried out accurately, thoroughly and in a timely manner

• Ensure that personnel files are kept up to date at all times and in good order.

• Archive leavers’ files (in line with GDPR compliance) and keep the leavers’ log up to date

• Assist the HR team on ad hoc projects and tasks when necessary.

Person Specification

The successful candidate must have a professional manner with good communication skills.  They must have a desire to learn and develop knowledge of an HR function.  They must enjoy working in a busy team and have a flexible, co-operative and willing attitude.

Experience

• Educated to degree level desirable but not essential

• Experience in an office-based administration role is essential

• Experience of HR admin and having worked in a professional services environment would be advantageous

Skills/Abilities

• Professional manner and good communication skills

• Numerate with good attention to detail and excellent administration skills

• Strong organisational skills and the ability to work quickly under pressure

• Able to prioritise competing and varied demands

• Understands confidentiality of sensitive personal data to be preserved at all times

• Awareness of and interest in the activities of a busy HR function

• Pro-active approach with a flexible nature and a co-operative and willing attitude

• Flexibility to work overtime on occasion

Technical Skills

• Good knowledge of IT systems (i.e. MS Word/Outlook/Excel)

• Experience of HR information systems and document management systems would be desirable, however, full training will be provided.

No agencies please.

Lewis Silkin is an equal opportunities employer.