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HR Assistant

Type: Permanent
Salary: £35,000 per annum
Location: London

Owen Reed are recruiting for a HR Assistant to join a law firm based in Cannon Street.  You will be responsible for assisting the HR team to provide an effective HR service for all practice areas and support groups. The role is busy and varied, assisting the HR Business Partners, the Recruitment area and the Operations Team, with competing pressures at times so be prepared to bring positivity, adaptability and flexibility to the role.

Key responsibilities

Joiners and Leavers

· Acting as the main contact for the on-boarding process, including drafting contracts and offer letters, requesting references, conducting right to work checks, setting up on compliance training and scheduling and hosting the induction overview and buddy networking session

· Responsible for ensuring the joiner tracker is up to date and following up on any outstanding items

· Updating OpenHR with new joiner information

· Responsible for coordination of the monthly new joiner inductions and ensuring joiners attend within their probation periods

· Scheduling all probation meetings for all staff and the relevant line manager in a timely manner

· Assisting with maternity and paternity leavers and returners, producing letters and ensuring the HR system and payroll checklist are accurate

· Producing leaver letters and responsible for the leaver processes including removing leavers from the HR systems, updating the leaver tracker, ensuring diary invites are sent and leaver gifts are arranged

· Scheduling exit interviews for the HR Advisors/HR Business Partners

HR Administration:

· Managing the HR inbox and acting as the principle contact for general HR queries, escalating when necessary

· Responsible for organising and sending all general HR documentation including change in terms and conditions letters, end of probation letters and extension of contract letters

· Monitor fixed term contract end dates and schedule diary entries for all members of the HR team

· Ensure that all staff personnel changes are documented and updated on OpenHR

· Respond to tenancy and employment reference requests

· Assisting the HR Advisor in running reports from the HR system on an ad-hoc basis

Holidays & Absence Management:

· Logging all sickness on the HR system and payroll checklist and ensuring the HR contact is aware

· Assist the HR team with sickness absence reporting and cases

· Assisting staff with OpenHR self-service queries and updating and maintaining records for all other types of absence


· Publishing all ‘Current Vacancies’ on the website and recruitment portal and removing when required

· Scheduling interviews in diaries, directly with candidates or through agencies, and organising candidate tests as required in conjunction the Recruitment Manager

· Managing the recruitment portal with the Recruitment Manager

· Ensuring that all recruitment administration is completed in a timely manner

· Helping to track and monitor important information during the recruitment process

 Work Experience:

· Responsible for completing joining instructions and co-ordinating the induction programme for work experience placements including all placement logistics

· Assisting the HR Team with scheduling and conducting work experience interviews and inductions

 Learning and Development Administration:

· Responsible for the management of the INN Group Training website, notifying fee earners of upcoming sessions and booking them on to attend

· Support the HR team with the annual appraisal process including maintaining an appraisal tracker

 Salary and Benefits Administration:

· Assist the HR Advisor as required with the administration of the monthly payroll documentation e.g. overtime calculations, cost report checks

· Assist the HR Advisor as required with benefit scheme administration and benefit related initiatives

 Policies and Procedures:

· Knowledge and understanding of all the firm's policies and their practical application in order to provide advice and support to all staff

· Support in amending policies as requested


· Respond to ad hoc HR queries on a day-to-day basis

· To achieve a full working knowledge of the HR database

· Undertake ad hoc projects when required

· Managing HR Secure files on Filesite

 Specific tasks may change over time, so we’ll need you to be adaptable and flexible as we continue to meet our clients’ needs.

 About you

· You will ideally have at least 12 months’ HR experience within the legal or professional services industry and will be keen to take on new responsibility within a supportive team.

· You will be proactive in looking to improve processes, policies or practices and will be able to work both autonomously and as part of a team (project dependent).

 · About the HR team

· The HR team is friendly, approachable and hard-working, who respect each other’s skills and experience. The HR help to on-board new joiners and support development for existing employees at the firm, whilst driving forward diversity & inclusion initiatives. Ultimately, it’s a team that provides support and guidance to the business throughout different aspects of day-to-day life.

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