HR Assistant

**Who We Are**

Gilson Gray LLP are a comprehensive law firm, offering expert legal, property and financial services. We support clients throughout their entire lifetime. Based in Edinburgh, Glasgow, Aberdeen, Dundee and North Berwick we focus on ensuring we provide the highest level of advice and on-going service to our clients.

We have an exciting opportunity for an experienced HR Assistant to join a busy HR team. You will be responsible for a number of key HR administrative process which are critical to the smooth running of the team. You will need to be well-organised, have good attention to detail and be able to manage your own workload and deadlines.

The role will be working with the HR Director and the HR Manager and there will be the opportunity to get involved with other HR activities. There will be the opportunity to grow and develop in the role for those who wish to progress their HR career.

The role will be based in our Edinburgh office.

**Our Team**

We are looking to hire a highly driven HR Assistant to join our small team. If you are a proactive, passionate people person who can juggle tasks with ease this role is for you.

We are an enthusiastic team that support each other in order to achieve an open working environment
- we’re in this together. We value each other’s expertise and opinion and pride ourselves in offering an inclusive, enjoyable and motivating place to work.

**The Role**

As a HR Assistant at Gilson Gray LLP you’ll be responsible for:
**Administrative Duties;**
- Preparing offers; contracts of employment and letters
- On-boarding of new employees
- Managing payroll update sheet for monthly submission to finance
- Drafting employee Announcements on a weekly basis
- Draft job descriptions in conjunction with line managers and arrange for these to be posted on our website, social media and external sites
- Carry out initial CV screening and liaise with managers on setting up recruitment interviews
- Liaise with the Law Society Scotland on matters relating to the Practising Certificates’ annual renewal
- Liaise with the Law Society Scotland on matters relating to Trainee and newly qualified Solicitors
- Manage all paperwork in relation to probationary periods, contract changes, flexible working requests etc.
- Deal with work experience requests
- Handle maternity/paternity queries
- Manage the HR system and any employee queries relating to the system
- Log sickness absence on HR system, update payroll and follow up medical certificates.
- Run ad hoc management information reports from HR System
- Manage all leavers administration
- Liaise with training provider and line managers and employees on Modern Apprenticeships training requirements
- Set up internship programme meetings, including diary invitations, meeting rooms and catering.
- Reply to reference requests
- Update the Death in Service AIG plan on a quarterly basis
- Assist with preparation of annual salary and bonus review information and issue all letters to employees

**HR Duties;**
- _Support People Managers_ - Advise, guide and coach people managers on performance, employee relations and health & wellbeing of our people to optimise business performance and minimise risk.
- _Performance management_ - Provide advice to people managers to support them having (difficult) conversations and managing poor performers.
- _Employee relations_ - Provide advice and support on disciplinary through investigations and hearings, whilst keeping a commercial perspective to mitigate employment law risks to the firm.
- _Health & Well-Being_ - Consult and advise on health and well-being aspects which impact employees and firm. Ensure the people manager and employees are well supported, and have access to the right resources when they need it. Co-ordinate referrals to external OH.
- _Training _- organise and co-facilitate on the monthly employee induction programme.
- _Performance Talent and Reward Review_ - Support the HRD with the annual performance, talent, promotion, and reward review, at mid and year end cycles. This includes preparing the respective individual salary and bonus letters, updating the changes on Breathe and ensuring the correct information is prepared to transfer to payroll.
- _Engagemen_t - Review and provide MI from Breathe to flag any concerns, trends or issues. Conduct exit interviews and share feedback with line managers.
- _Recruitment _- carry out screening calls; conduct recruitment interviews with hiring managers; make offers

**Required Knowledge and Experience**
- Previous HR experience is essential
- CIPD qualification would be desirable
- Ability to work in a busy office and being able to prioritise and manage a busy workload
- Knowledge of Cezanne HR system would be advantageous
- Legal Experience would be helpful but not essential
- Professional and discreet due to access to sensitive information
- Able to prioritise workload and manage deadlines
- Ability to influence and guide others
- A s