Early Careers Assistant (18 month FTC)

Herbert Smith Freehills; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading law firm is seeking a Recruitment Coordinator to manage vacation schemes and support early careers recruitment efforts. This role involves organizing events, handling candidate inquiries, and ensuring smooth operations throughout the recruitment process. Ideal candidates will have a degree and relevant office experience, with a strong focus on organization and communication skills.

Qualifications

• At least 12 months of office experience, preferably in early careers recruitment.
• Experience in event organization is desirable.
• Proficiency in Microsoft Office, especially Excel.

Responsibilities

• Assist with managing vacation scheme applications and monitor online testing.
• Coordinate logistics for events and manage candidate communications.
• Handle general administration and improve processes.

Skills

Event organization

Communication

Proficiency in Microsoft Office

Education

Degree-level education

Job description

Key Internal Relationships:

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

Key External Relationships:

Universities; Campus Ambassadors; Applicants; Future Trainees; Aspiring Solicitors; Rare Recruitment; MyPlus Consulting; Social Mobility Foundation; Media Suppliers

The Team

The team comprises a manager, a senior marketing adviser, two advisers, three assistants, and one admin assistant.

The team is responsible for recruiting 65 trainee solicitors annually for March and September start dates, 120 vacation placement students across winter, spring, and summer, and 2 solicitor apprentices.

This role offers scope for creativity, initiative, personal development, and is an exciting opportunity within this high-performing, well-established team.

Key Responsibilities

Vacation Schemes

• Assist with managing vacation scheme applications on applicant tracking system (Candid), including monitoring online testing via Sova.
• Add candidates to the "ones to look out for" list and verify applicants against this list.
• Make necessary adjustments for candidates as required.
• Review vacation scheme applications.
• Handle general candidate inquiries via email or phone.
• Keep Candid updated and update HR statuses post-Assessment Center (AC).
• Ensure accurate recording of assessment centers and feedback on Candid.
• Manage the database for reporting purposes.

Preparation for Vacation Schemes

• Book rooms, speakers, catering, and external social events.
• Arrange presentations, workshops, and internal events, ensuring all materials and logistics are in place.
• Prepare programmes, photo booklets, and update all relevant information.
• Add candidates to Workday and set up IT logins.
• Coordinate with HR to ensure all students are correctly added and leave dates are specified.
• Prepare security passes and organize payroll.
• Send joining instructions and trainee buddy instructions.
• Organize feedback sessions and manage pre-employment screening.
• Arrange welcome and farewell gifts.

During and Post Vacation Schemes

• Ensure logistics, equipment, and refreshments are in place daily.
• Coordinate with presenters and ensure slides are uploaded.
• Assist with Right To Work Checks.
• Distribute timetable updates, manage attendee lists, and organize name badges.
• Collect and collate supervisor evaluations.
• Update student folders and handle ad-hoc queries.
• Attend scheme events and gather feedback.
• Manage offer/rejection communications and onboarding processes.

Assessment Centres (ACs)

• Book partners and assessors, manage last-minute replacements.
• Prepare timetables, materials, and room setups.
• Coordinate candidate and assessor logistics, including travel and accommodations.
• Assist in running ACs and collecting feedback.
• Produce offer and rejection letters and communicate outcomes.

Campus Ambassadors

• Manage recruitment, onboarding, and engagement of campus ambassadors.
• Create incentives and maintain relationships with ambassadors.
• Gather feedback and manage ambassador recognition.

Solicitor Apprenticeships

• Promote and manage application processes.
• Assist with assessments and keep candidates warm between offer and start.

University Liaison/Events

• Manage university relationships, sponsorships, and events.
• Coordinate event logistics and promotion using software tools.
• Attend campus events and build academic relationships.

Introduction to Law Workshops

• Manage participant data and programme design.
• Book speakers, ensure safety and confidentiality, and run sessions.

First Year Workshops

• Coordinate recruitment, logistics, and follow-up activities.

Future Joiners

• Handle queries, update records, and manage pre-employment processes.

Diversity

• Implement adjustments, review scholarship applications, and organize related events.

General Administration

• Handle communications, invoices, document updates, and process improvements.

Skills / Experience

• Degree-level education required.
• At least 12 months of office experience, preferably in early careers recruitment.
• Experience in event organization is desirable.
• Proficiency in Microsoft Office, especially Excel.