HR Administrator

Term: Permanent
Working hours: Full-time
Department: Human Resources
Location: Guildford
Company background

Penningtons Manches Cooper is a leading UK and international law firm which provides high quality legal advice tailored to both businesses and individuals. We address the specific objectives of each client through our flair and technical expertise and offer a personal service founded on a strong team ethic.

Today, we have UK offices in the City of London, Basingstoke, BirminghamCambridge, Guildford, Oxford and Reading while our growing overseas network stretches from Asia to America through our presence in Singapore, Piraeus, Paris, Madrid, Sao Paulo and San Francisco. With 141 partners and over 850 people in total, our main areas of practice are dispute resolution, corporate and commercial, real estate, private client and family.

We have established a strong reputation in a variety of sectors, particularly private wealth, shipping, technology and property. Our lawyers are also recognised for their expertise in life sciences, education, retail, sports and entertainment and international trade. In these areas, we're acknowledged for our unparalleled market insight.

By joining forces with the partners and staff of Thomas Cooper in July 2019, we have added significant depth to our core practice. The move builds on the expansion of our litigation and arbitration offering and has introduced us to the maritime community in which Thomas Cooper has long been a key player.

Our continuing commitment to excellence is backed by a track record which dates back nearly 300 years. We pay great attention to matching your requirements with the right skills, delivered cost effectively and within the appropriate timescale.

Among our clients we count multi-national corporations, public companies, professional partnerships, banks and financial institutions as well as private individuals, owner managed businesses and start-ups. We are conscious that our culture and close working relationships are vital assets and we are determined to maintain these as we increase in size. 

Our broad international focus is supported by well-established links with law firms throughout the world. Penningtons Manches Cooper is a member of Multilaw and the European Law Group, networks with representatives in over 100 countries, and many of our lawyers play leading roles in various international bodies.

Summary of role

Role Summary

  • Supporting the Senior HR Assistant to provide proactive and professional administrative support to the HR Business Support Team and employees across all office locations, covering the full employee lifecycle.  
  • Supporting the Recruitment Team (lateral and graduate recruitment) in all aspects of the recruitment process, particularly focusing on administration and the coordination of interviews.


Main Responsibilities

  • Support with new starter administration including; processing pre-employment checks, ensuring first day arrangements are in place and confirmed, HR Induction packs are available in all offices and ensuring all relevant documentation, including Terms and Conditions of Employment, are up-to-date on the HR system.
  • Assist with absence management including; input of absence data into the HR system, advising the relevant HR Advisor of absence levels and trigger points and ensuring relevant documents are received and uploaded onto the HR system.
  • Generate HR letters and documents, including but not limited to those relating to contractual changes and probation reviews, including following up on completed review forms.
  • Support with leaver administration including; collating training fees and benefits information, scheduling exit interviews and ensuring all relevant documentation is uploaded onto the HR system.
  • Assist with the running of regular and annual HR reports; including the weekly HR Business Support Team report, monthly absence report, collating exit interview data and employee reports for the Annual Quarter 4 PMC Check-In process.
  • Assist the Senior HR Assistant with any HR system queries (i.e. password/login queries for Cascade, Objective Manager, ePayslips).
  • Supporting the maintenance and updating of HR systems and recruitment portals, including personnel files and other data sources in line with new GDPR regulation.
  • Supporting the administration of work experience placements, annual vacation scheme placements, apprenticeships and trainee contracts.
  • Supporting the administration of ad-hoc HR processes including; arranging birthday chocolates, ordering of flowers and assisting with the annual holiday process.
  • Working alongside the Recruitment Coordinator as a point of contact for all internal and external recruitment enquiries.
  • Assisting with the interview coordination process including; booking interviews, confirming and communicating internally and externally.
  • Helping to organise and run graduate recruitment assessment days and coordinating attendance at external events such as careers fairs.
  • Any other ad-hoc duties as may reasonably be required.


Essential and desirable criteria
  • Professional approach and appearance with complete confidentiality at all times.

  • A clear ability to efficiently manage and prioritise a complex and changing workload, whilst managing conflicting priorities.

  • Excellent administration skills, particularly attention to detail and organisation.

  • Possess strong IT skills with the ability to develop skills and understanding of new systems.

  • A strong team orientation, working collaboratively with colleagues, across multiple offices and teams.

  • Excellent interpersonal and communication skills at all levels, with flexibility to adapt to situations.

  • Previous HR administration or recruitment experience desirable.

  • Must have English and Maths GCSEs at Grade C(4) or above.