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HR Administrative Assistant

2 months ago

London, Greater London, United Kingdom Farrer & Co Full time
About the Role

Farrer & Co is seeking an experienced HR Administrative Assistant to join our Human Resources Team. As an HR Administrative Assistant, you will provide comprehensive operational support to the HR Team and contribute to the smooth running of the firm's HR function.

Key Responsibilities
  • Support for HR Team
    • Deal with administrative tasks, including e-filing, scanning, printing, and photocopying requests for the HR Team.
    • Take a leading role in maintaining a tidy and organized office environment.
    • Assist the HR Director with important event reminders and notifications.
    • Complete subscription renewals on behalf of the team and proactively update team members before deadlines.
    • Set up one-to-one meetings and appraisals for the team, organize weekly team meetings, and other ad-hoc meetings as requested.
    • Provide administrative and organizational support to the HR Management Team, including typing, preparation, and distribution of correspondence and documents.
    • On occasion, assist members of the HR team with ongoing Employee Relations matters or projects, including preparing letters, scripts, and checklists, drafting correspondence, updating HR reports and spreadsheets, and keeping track of relevant diary dates.
    • Order John Lewis vouchers as needed and maintain the eyecare voucher process.
    • Manage any tenders that come to HR, collating and submitting information within given timelines.
    • Support the HR Team with operational annual projects, such as annual salary reviews, bonus reviews, appraisals, and ad-hoc projects like systems and process changes.
    • Support the HR Social Committee with managing the social budget and planning and arranging events.
  • HR Document Management and Process Maintenance
    • Manage and maintain the annual HR calendar, providing monthly updates to the team at team meetings and diarizing important dates.
    • Maintain and update internal process documents, including the Key Documents list, HR Communications document, new joiner presentation, HR new joiner presentation, HR Information Guide, and quarterly new joiner presentation for the Management Board.
    • Assist with tasks related to regular HR team document audits.
    • Assist with updates and templates to HR policies when new legislation takes effect or as requested by members of the HR Team and upload to the intranet page.
    • Proactively audit and update generalist HR intranet pages and policies.
    • Alongside the other HR Assistant, be a face of the HR Team for the firm, meeting and greeting members of the firm, suppliers, and other visitors who come to the office for meetings with the team.
    • Complete all tenancy, mortgage, and ex-employee reference requests in a timely manner and in line with the team's SLAs.
    • Support the HR Operations team with reviews and reports as requested, such as gathering sickness or headcount data.
    • Complete expense claims on behalf of the HR team and review, query, and approve expense claims that come into the HR team from around the firm.
    • Manage all invoices for the HR team until they have been paid and support the HR and Finance team with related queries.
    • Monitor the suggestions scheme and complete follow-up actions.
    • Monitor the Human Resources inbox and complete follow-up actions when required, usually one day per week and on the HRA's holidays.
    • Monitor, scan, and distribute incoming post.
    • Manage the HR contact page on the intranet.
    • Update and complete regular audits of the firm's MySRA records.
    • Complete the annual SRA and Barrister renewals.
    • Ensure compliance with data protection legislation in accordance with the firm's policies and procedures.
    • Maintain up-to-date process notes for all aspects of your role.
    • Continually review the efficiency of the HR administration processes and make recommendations for improvements.
  • Human Resources Information Systems
    • Be a proficient user of all HR systems, including Cascade, Bowland, Allhires, Credence, WorkRite, DocuSign, MySRA, Peakon, and Chrome River.
    • Complete timely and accurate updates to the HR systems as requested.
  • Partnership with Colleagues
    • Provide seamless cover in the absence of other Operations colleagues, complete a handover on their return, and prepare the same in advance of your absences.
    • Work alongside your HR Assistant colleague collectively, particularly at busy times, to ensure deadlines and priorities are adhered to.