My client, a leading international law firm, is looking for an HR Assistant to join its team in Dublin. The successful candidate will provide full administrative support to the EMEA region, covering Denmark, France, Ireland, Israel, Oman, Spain and the UAE.
The role offers broad HR exposure across Operations, Reward, Business Partnering, Recruitment, Early Careers and Talent. It is a varied position at a dynamic, global law firm and would suit an ambitious person with a global mindset who is starting their HR career and wants to work in a supportive team and culture.
The Team
My client’s HR team supports the firm worldwide on all people-related matters. The team is spread across the firm’s five regions (APAC, EMEA, US, LATAM and UK) and is responsible for Business Partnering, Talent, Recruitment, Responsible Business, Operations and Reward.
Key Responsibilities
Provide general administrative support to the HR team and the wider business
Monitor and respond to HR queries, and ensure timely replies to internal and external stakeholders
Maintain accurate data on HR systems and produce reports when required
Set up and maintain accurate e-filing and storage systems
Prepare invoices for approval using the correct budget codes and authorisation process
Take an active part in HR projects and support cyclical tasks such as salary reviews, benchmarking, promotion rounds and budget reviews
Identify opportunities to improve processes and systems across the regions
Create and maintain HR process and procedure documentation
Continually improve, maintain and update the HR intranet pages
Recruitment
Carry out phone screenings and schedule interviews
Run and monitor the new joiner screening process, ensuring reports from the third-party background screening provider are saved to the employee record
Issue employment contract offers, track their return, and collect any other required documentation
Enter new joiner information accurately into the HR database and keep it up to date
Produce new joiner and recruitment reports on an ad hoc basis
Maintain the applicant tracking system (ATS) with details of all internal and external candidates
Create new joiner e-files for the e-filing system
Business Partnering
Support onboarding by scheduling induction programmes and arranging meetings with relevant stakeholders
Match new hires with a buddy, deliver buddy training and ensure buddies complete their tasks
Maintain the onboarding and probation tracker so all documentation is received and stored in employee records
Manage the family leave process and tracker, liaising with employees and documenting agreed plans
Prepare documentation for probation, family leave, secondments, leavers, salary certificates, flexible working and changes to terms and conditions
Help monitor and review sickness and long-term absence
Complete the leaver process in the HR system, issue leaver letters and ensure equipment is returned
Conduct exit interviews as needed
Assist with disciplinary and grievance meetings, ensuring the firm’s core values are upheld
Assist with employment law research and contribute to ad hoc projects and initiatives
Early Careers
Arrange interviews with teams and divisions and liaise with candidates
Prepare offer letters and contracts for new trainees and for trainees on qualification
Help deliver virtual events and open days
Book Law Fairs, pay the related invoices, and attend Law Fairs and other careers events as required
Support the mid-term and end-of-seat appraisal process
Assist with PPC applications for trainees in certain countries
Respond to queries about applications and the recruitment process
Reward
Assist with preparing the monthly payrolls
If necessary, help administer the firm’s benefits and pension schemes and update the HR database
Learning & Development
Help with logistics for training delivered by external providers, the L&D team and online programmes
Help administer requests for qualification sponsorship
General Duties
Maintain a high…