Early Careers Recruitment Administrative Assistant (12 month FTC)

About Herbert Smith Freehills

As one of the world’s leading law firms, we advise many of the largest and most ambitious organisations across all major regions of the globe. With over 5,000 people, including 3,100 lawyers and over 2,000 business services professionals, operating from our global network of offices across Asia Pacific, Europe, the Middle East and North America, Herbert Smith Freehills is at the heart of the new global business landscape providing premium quality, full-service legal advice.

We recognise that the success of our business and our clients relies on the skills, knowledge and ideas of all our people. Our environment is one in which high performance is expected, in return, we will provide you with rewards and opportunities tailored to your personal and professional goals.

The Opportunity

Key Internal Relationships

HR Director, Workforce Planning, Strategy & Implementation; Head of Recruitment, West; Early Careers Recruitment Team; Lateral Recruitment Team; Graduate Recruitment Partners; Graduate Recruitment Interviewing Panel Partners; Trainees and Associates; Alumni teams; Specialist HR teams as appropriate.

The Team

The team comprise of one manager, one senior marketing adviser, two advisers, three assistants and one admin assistant. The team are responsible for recruiting 65 trainee solicitors per annum for start dates in March and September and 120 vacation placement students for two and three-week placements in winter, spring and summer. This role will offer scope for creativity, use of initiative and personal development and is an exciting position within this high performing and well-established team. 

This role supports the assistants, advisers and manager in a variety of areas in order to deliver a successful programme of events throughout the year. 

Key Responsibilities 

Vacation Scheme Applications

• Assisting with the management of all vacation scheme applications on the applicant tracking system, including monitoring and processing online testing
• Ensuring accurate recording on candidate management system of Assessment Centres (AC) and vacation scheme feedback
• Updating and tracking candidates on the Ones to Look Out For list
• Managing the database and vacation scheme tracker, ensuring accurate reports can be compiled

Assessment Centres (ACs)

• Responsibility for booking partners and senior associates for Assessment Centres in a timely manner
• Compiling daily AC packs and ensuring the assessors and candidates have all relevant materials
• Coordinating AC timetables on the SOVA platform
• Arranging trainees for the office tours
• Ensuring the candidate and assessor rooms are booked & set up prior to each AC
• Assisting with the running of ACs
• Collation of feedback for each attendee
• Producing offer and reject letters as required
• Responsible for expensing all travel receipts
• Assisting with providing and arranging reasonable adjustments to candidates attending an AC

Preparation for Vacation Schemes

• Booking rooms for presentations and workshops and confirming the catering for each event
• Organisation of the networks fair and booking external social events
• Collation of all student joiner forms and photos and recording and updating all vacation scheme details on a spreadsheet
• Preparation of the programme of events and photo booklet
• Arranging for students’ details to be uploaded onto WorkDay
• Arranging IT equipment
• Preparation of security passes
• Arranging first day feedback sessions
• Compilation of materials required for vacation scheme students
• Assisting with providing and arranging reasonable adjustments to candidates attending a vac scheme
• During and post-vacation schemes
• Completing Right To Work checks
• Checking rooms, refreshments and equipment for presentations/workshops each day
• Sending invitations to students for all presentations/workshops
• Managing invitations and the list of attendees for events and organising name badges
• Acting as an ambassador for the firm with students during events
• Collation of supervisor evaluation forms and ensuring packs are finalised for the partner wash up meeting
• Responding to ad-hoc queries from students
• Production of offer and rejection letters and emails, following the completion of the schemes

Solicitor Apprenticeships 

• Work with advisers and assistants to ensure effective promotion and outreach to school leavers for the Solicitor Apprenticeship programme.
• Assist with managing the application process, including issuing the online test, reviewing application forms and helping to run assessment centres.
• Make necessary adjustments for candidates as required.
• Support the keep in warm strategy for candidates between offered and starting at the Firm.

University Liaison

• Attending GR events such as law fairs
• Preparing badges and packs for campus events and ensuring the representatives have the required materials
• Monitoring the online sign-up system and adding events to this system when needed
• Assisting with finding representatives for events when needed
• Coordinating couriers to send documents and collateral to campus events
• Booking venues for events and managing the logistics of the bookings such as catering and accommodation for reps

General Administration

• Answering phones, taking messages, dealing with queries in the shared inbox
• Ad-hoc duties as requested by the Early Careers Advisers and Manager
• Raising invoices and expenses in a timely manner
• Providing feedback where relevant regarding any improvements to processes
• Assisting other members of the Early Careers team during busy periods

Team

Human Resources

Working Pattern

Full time

Location

London

Contract type

Fixed Term Contract

Diversity & Inclusion

At Herbert Smith Freehills you will be part of a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator. People at our firm come from a range of backgrounds and bring a wide variety of experiences and perspectives to their work with us. We strive to ensure that our inclusive environment means you feel valued and able to perform at your best by being your authentic self at work. We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling highly engaged in meaningful work.

We understand that you have commitments and personal interests outside of work and we strive to create a working environment based on mutual trust and respect, in which you can perform at your best whilst maintaining sustainable balance across your life.

Read Full Description