HR Assistant

7 months ago

Uxbridge, United Kingdom IBB Law Full time

Term: Permanent Working hours: Full-time Department: HR Location: Uxbridge
IBB offers all its staff exceptional opportunities in an exciting and supportive working environment. Our culture encourages our individuals to develop expertise and eminence in their own professional area. To do this requires the hard work and dedication of leading individuals throughout our Business Support teams.

As West London’s leading law firm, IBB enjoys a reputation for representing significant clients in complex legal matters. We are always looking for talented individuals with the ability, integrity, and initiative necessary to maintain these qualities and to ensure that our firm continues to be a stimulating and rewarding place to work.

**What we look for**

As a growing firm, we recruit professional business support staff at all levels. We look for individuals who
- flourish in a challenging professional environment
- actively seek to add value in all that they do
- are eager to work hard, learn new skills and take ownership of their career
- embrace the ethos of IBB and share our core values
- have a record of academic excellence and personal achievement
- are excited about the prospect of being a part of IBB

We value the skills, knowledge, expertise and relationships that quality individuals bring to the firm. At the same time, we are sensitive to the challenges involved in making a transition to a new firm, and we therefore invest considerable time and resources to facilitate your integration in to the firm.

You will be responsible for assisting the HR team to provide an effective HR service for all practice areas and support groups. You will be the first point of contact for client groups on all administrative matters in the employment life cycle. The role is busy and varied with competing pressures at times so be prepared to bring positivity, adaptability and flexibility to the role.

Key Responsibilities
**Joiners and Leavers**:

- Act as the main contact for the on-boarding process, including drafting offer letters and contracts, requesting references, undertaking Right to Work Checks, administrating basic disclosure checks and ensuring all other pre-employment checks are carried out in a timely manner
- Onboarding new starters. Planning and diarising induction training ensuring Line Managers/Team Leaders are kept updated about new joiner arrangement
- Conduct the HR induction and ensure the content is up to date
- Ensure personnel files are created in iManage and all documents are saved on the employee’s electronic file
- Archive leaver files and ensure compliance with GDPR legislation in the retaining and deletion of electronic records
- Custodian of employee records on Cascade, creating new records and undertaking all necessary housekeeping for non-starters and leavers
- Oversee the probation process, including obtaining feedback from line managers and scheduling probation meetings
- Conduct all leaver administration, acknowledgement of resignations, manage all benefits and payroll notifications
- Responsible for updating the employment tracker, detailing new joiners and leavers
- Schedule exit interviews within the team

**HR Administration**:

- Oversee all HR inboxes and act as the principle contact for all general HR queries, escalating where queries are non-standard or more complex
- Administer the HR calendar ensuring all key dates and reminders are captured
- Maintain the organisation chart
- 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 prepare appropriate documentation
- Ensure that all employee changes are documented and updated on Cascade
- Running reports from the HR system on an ad-hoc basis
- Updating and sending Employee Changes out weekly
- Post weekly news on the Firm’s intranet

**Holidays & Absence Management**:

- Act as first point of contact for all sickness matters - advising line managers on our policy, liaising with absent employees and all related administration e.g. self
- certification forms, HR system recording and payroll notification
- Run absence reports and ensure sick pay is being monitored
- Assist employees with Cascade queries and updating and maintaining records e.g. change of home address
- Administer the annual holiday entitlements for all employees and the necessary annual leave year end process on Cascade
- Oversee carry over
- Produce weekly attendance reports for Reception

**Recruitment**:

- Publish all ‘Current Vacancies’ on our recruitment portal and social media platforms
- Schedule and attend interviews when necessary
- Monitor department spend and process invoices for training and recruitment
- Ensure that all recruitment administration is completed in a timely manner

**Learning and Development Administration**:

- Book and schedule internal and external training courses
- Re

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