Early Careers Assistant (18 month FTC)

TN United Kingdom; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a prestigious law firm as an Early Careers Assistant, where you'll play a pivotal role in managing recruitment processes and events. This position offers a unique opportunity to develop your skills in a dynamic environment while supporting the recruitment of future legal talents. You'll engage with universities, manage vacation schemes, and assist in organizing events that shape the careers of aspiring solicitors. This role is perfect for someone who thrives in a fast-paced setting and is eager to contribute to a high-performing team dedicated to excellence and inclusivity.

Qualifications

• Degree level education required.
• At least 12 months office experience, preferably in early careers recruitment.
• Experience in event organisation desirable.

Responsibilities

• Assist with managing vacation scheme applications on applicant tracking system.
• Organise recruitment, advertising, application processing, and interviews.
• Coordinate recruitment, organise workshops, and arrange logistics.

Skills

Office Experience

Event Organisation

Microsoft Office

Communication Skills

Education

Degree Level Education

Tools

Candid

Workday

SOVA

Phenom

Vantage

Job description

Social network you want to login/join with:

Early Careers Assistant (18 month FTC), London

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Client:

Herbert Smith Freehills

Location:

London, United Kingdom

Job Category:

Other

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EU work permit required:

Yes

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Job Reference:

34f82b05b93b

Job Views:

1

Posted:

08.05.2025

Expiry Date:

22.06.2025

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Job Description:

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; 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 of one manager, one senior marketing adviser, two advisers, three assistants, and one admin assistant.

The team is 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, as well as 2 solicitor apprentices.

This role offers scope for creativity, initiative, personal development, and is an exciting position 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 check applicants against this list.
• Make necessary adjustments for candidates as required.
• Review vacation scheme applications.
• Deal with general candidate enquiries (by email or phone).
• Keep Candid up to date and update HR statuses post-Assessment Centre (AC).
• Ensure accurate recording on Candid of Assessment Centres and vacation scheme feedback.
• Manage the database, ensuring accurate reports can be compiled.

Preparation for Vacation Schemes

• Book rooms and speakers for presentations, workshops, and internal events.
• Arrange catering, noting dietary requirements.
• Book presenters and ensure they review and update slides prior to each presentation.
• Book external social events.
• Prepare Programme of Events/photo booklet and keep all sections updated.
• Add candidates to Workday.
• Set up IT log-in details and liaise with IT for equipment.
• Work with internal HR teams to ensure all vacation scheme students are added correctly and leave dates specified.
• Prepare security passes.
• Organise payroll for students.
• Send out joining instructions to participants.
• Send Trainee Buddy instruction emails.
• Arrange first day and departure feedback sessions.
• Initiate and manage pre-employment screening of vacation scheme students.
• Compile "welcome" and "goodbye" gifts.

During and post vacation schemes

• Check rooms, refreshments, and equipment for presentations/workshops daily.
• Liaise with all presenters and ensure slides are uploaded as required.
• Assist Adviser in carrying out the Right To Work Checks.
• Ensure students are aware of timetable changes in printed booklets.
• Manage invites and attendee lists for events and organise name badges.
• Collate supervisor evaluation forms and prepare packs for partner review.
• Update students' individual folders throughout schemes.
• Attend to ad-hoc queries from students.
• Attend vacation scheme events.
• Create and send feedback surveys.
• Manage offer/rejection process including post-offer onboarding.

Assessment Centres (ACs)

• Book partners and senior associates for ACs timely, including last-minute replacements.
• Prepare daily AC timetables and ensure all materials are ready.
• Create schedules on digital assessment platform SOVA.
• Set up candidate and assessor rooms, print materials.
• Book trainee tours.
• Assist with running ACs.
• Ensure feedback collection for each student.
• Produce offer and reject letters.
• Coordinate feedback emails to unsuccessful candidates.

Campus Ambassadors

• Organise recruitment, advertising, application processing, and interviews.
• Manage onboarding, including offer letters and induction.
• Create incentives for campus ambassadors.
• Maintain relationships and ensure effective use of ambassadors.
• Ensure completion of feedback surveys and provide summaries.
• Order and project manage "thank you" gifts.

Solicitor Apprenticeships

• Promote and outreach for solicitor apprenticeship programs.
• Manage application process, including online tests and assessment centers.
• Make adjustments for candidates as required.
• Support candidate engagement strategies.

University Liaison/Events

• Manage alumni and sponsorship activities with universities.
• Manage budgets and liaise with trainees for events.
• Create events using software like Phenom and Vantage.
• Attend campus events and law fairs.
• Build relationships with university contacts and promote diversity events.
• Organise insight days at target universities.

Introduction to Law Workshop

• Manage student contacts and event planning.
• Book presentations, arrange placements, and ensure safety protocols.
• Send instructions and run sessions.

First Year Workshops

• Coordinate recruitment, organise workshops, and arrange logistics.
• Send instructions, compile feedback, and organise follow-ups.

Future Joiners

• Manage queries, data, and pre-employment processes for future joiners.
• Coordinate visa, grants, and onboarding activities.

Diversity

• Assist with reasonable adjustments, scholarships, and intern arrangements.

General Administration

• Handle queries, invoicing, document updates, and process improvements.

Skills / Experience

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

Team

Human Resources

Working Pattern

Full time

Location

London

Contract type

Fixed Term Contract

Diversity & Inclusion

We are committed to diversity and inclusion, fostering a respectful and inclusive culture, aligning with our values—Human, Bold, and Outstanding.