HR Operations Associate

3 weeks ago

London, Greater London, United Kingdom Milbank LLP Full time

A career at Milbank means engaging work, distinctive challenges, and motivating outcomes. It also entails genuine collaboration and a nurturing environment where you will develop both professionally and personally.

The London HR Generalist team comprises the Head of HR, HR Manager, and HR Assistant, who offer guidance and support to a diverse group of staff and Partners in the London office. Additionally, we collaborate closely with our HR colleagues in our New York headquarters. Within the broader London HR Group, we also have a Learning & Development Manager, Learning & Development Advisor, Senior Recruitment Manager, Diversity, Equity & Inclusion Manager, Graduate Recruitment & Diversity Advisor, and three Talent Development Managers. This role is pivotal in providing daily administrative assistance to the London HR Team and often serves as the initial point of contact for various administrative HR inquiries.

Key Responsibilities:

To deliver proactive administrative support to the team, including but not limited to:

  • Generalist HR Functions: Responsible for maintaining precise data on the HRIS (Workday), including joiners, leavers, office transfers, changes to working patterns, employee personal details, and absences, as well as testing new functionalities.
  • HR Correspondence: Preparing HR communications, utilizing DocuSign where applicable, such as probation completion letters, reference requests, changes to working patterns, salary review, and bonus notifications.
  • Payroll Coordination: Collaborating with our Payroll team to inform them of any payroll and benefits administrative changes on a monthly basis.
  • Immigration Support: Assisting with visa applications for new joiners and visa renewals as directed by our Immigration Advisor.
  • Leaver Process Management: Coordinating the leaver process, including confirming remaining holiday and sending leaver documentation.
  • Intranet Maintenance: Keeping the HR pages on the intranet up to date.
  • Appraisal Assistance: Supporting appraisal processes (viDesktop), managing appraisal documentation, etc.
  • Annual Review Support: Assisting with annual salary and bonus review processes by preparing standard documents and updating the HR system.
  • Holiday Management: Acting as the point of contact for holiday inquiries, managing the year-end holiday/carry-over process, and providing holiday accrual reports.
  • Sickness Absence Monitoring: Tracking and logging sickness absence, forwarding self-certification forms, and following up on doctor's notes.
  • File Management: E-filing, including creating new staff files.
  • Staff Gifts Coordination: Ordering staff gifts, new baby hampers, flowers, etc.
  • Workday Expertise Development: In collaboration with colleagues in New York, developing proficiency in our Workday system, identifying new processes for migration, basic report-writing, and ensuring full functionality.
  • Ad Hoc Reporting: Generating reports from the HRIS as needed.
  • Invoice Management: Overseeing invoice payments for the HR team.
  • Project Work: Engaging in ad hoc project work as required, such as benchmarking, research, and change management initiatives.
  • HR Apprentice Development: Supporting the growth of the HR Apprentice.

Lateral Recruitment & Onboarding:

  • Liaising with recruitment agents and coordinating interviews.
  • Coordinating technical assessments and maintaining results spreadsheets.
  • Managing the new joiner spreadsheet.
  • Onboarding Process Management: Main responsibility for the onboarding process, including:
    • Adding new joiners to Workday.
    • Completing all pre-employment background checks and document management, flagging any concerns.
    • Setting up and monitoring pre-joining medical processes, flagging concerns.
    • Liaising with NY for conflicts checks.
    • Updating organizational charts.
    • Arranging inductions and induction schedules, coordinating buddies and supervising partners, and sending joining instructions.
    • Collaborating with IT and Facilities for new joiner IT equipment delivery.
  • Supporting the International Student Interview Program and US Law Fair annually, along with ad-hoc projects and new recruitment initiatives.

Required Skills & Experience:

  • A minimum of 18 months relevant experience, ideally within the legal sector or professional services.
  • Strong interpersonal and communication skills (both written and oral), with the ability to listen effectively.
  • Exceptional attention to detail.
  • Ability to meet deadlines, prioritize tasks, and demonstrate excellent organizational skills.
  • Good analytical and numerical abilities.
  • Proficient IT skills, particularly in Word and Excel, and comfortable with data manipulation. Prior experience with HR-related databases is essential.
  • Innovative mindset, identifying areas for improvement and enhancing efficiency in work practices.
  • A collaborative team player, committed to delivering outstanding client service.

About Milbank LLP:

Milbank LLP is a prestigious international law firm with a substantial team of lawyers and partners across multiple offices. Our London office is one of the largest and most talented groups of lawyers among US law firms in the city. We specialize in complex, high-stakes matters across various legal practice areas, including banking & finance, financial restructuring, litigation & arbitration, corporate, and private equity.

Our commitment to delivering exceptional results drives us to challenge norms and redefine possibilities. This ethos has been integral to our identity since our inception. We collaborate with leading clients who are innovators and entrepreneurs, inspiring us to continuously reimagine what is achievable.

Our London office is recognized for its sustainability and is equipped with cutting-edge technology and collaborative spaces to support our collegial work approach.

We offer a Hybrid Working Policy, allowing flexibility to work away from the office for a portion of your contractual hours.

Milbank LLP is dedicated to treating all individuals with fairness, dignity, and respect. We focus on recruiting and developing talent based on experience, skills, and qualifications, without discrimination based on age, disability, gender reassignment, marital status, pregnancy/maternity, ethnicity, religion/belief, gender, sexual orientation, or socio-economic background.

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