Recruitment Assistant

Herbert Smith Freehills Kramer; Belfast City District; On-site; GBP 26,000 - 34,000; Full time

Job summary

Herbert Smith Freehills Kramer in Belfast is seeking a Recruitment Assistant to support the UK Lateral Recruitment team across London and Belfast offices. You will coordinate administration across the recruitment lifecycle, liaise with agencies, post roles, book interviews, and help with onboarding of contingent workers.

The role includes early careers coordination for Belfast, supporting apprenticeships and vacation schemes, and drafting offer letters and contracts.

Qualifications

• Highly organised with initiative and proactivity.
• Experience in recruitment administration or HR.
• Excellent communication and ability to manage priorities.
• Proven client service experience is essential.
• Familiar with Workday or similar ATS is a plus.
• Desire to learn about the legal industry and firm offerings.

Responsibilities

• Recruitment administration and coordination across the lifecycle.
• Liaise with agencies, post roles, and book interviews.
• Coordinate candidate assessments, tests, and onboarding activities.
• Draft and issue offer letters and contracts when needed.
• Support early careers programmes and Belfast initiatives.

Skills

Highly organized

Recruitment administration

Communication skills

Client service

Workday familiarity

Interest in legal industry

Job description

The UK Lateral Recruitment team are based across our London and Belfast offices. The team supports recruitment for the UK, Johannesburg, Brussels, Luxembourg, Dubai, and Riyadh.

The Recruitment Assistants provide essential administrative and coordination support across the recruitment lifecycle. General responsibilities include liaising with recruitment agencies, posting roles to the recruitment portal, booking interviews, administering technical tests, onboarding and offboarding of contingent workers, and producing offer documentation.

The Recruitment Assistant (Belfast) also plays a significant role in the coordination of our Digital Early Careers processes.

This role will have ownership of specific junior roles such as PTAs or Paralegals (with support from the Recruitment Manager).

You'll be a key point of contact for candidates, agencies, and internal stakeholders, helping to deliver a seamless and professional recruitment experience.

Primary Responsibilities:

Recruitment Administration

• Maintain and update all live vacancies on our applicant tracking system and CRM (Workday and Phenom)
• Ensure the firm's careers page reflects current opportunities, removing filled roles promptly
• Post job adverts across relevant platforms and monitor performance
• Manage candidate communications, including interview invitations and feedback
• Coordinate interviews (in-person and via Teams) with hiring managers and candidates
• Process invoices and reimbursements for candidate expenses
• Respond to speculative applications and log CVs appropriately
• Organise and support candidate assessments, including technical tests and assessment centres
• Issue agency terms of business through DocuSign and track these centrally

Candidate & Agency Engagement

• Manage end-to-end recruitment for designated roles (e.g. PTAs, Paralegals) with oversight from the Recruitment Manager
• Liaise directly with candidates throughout the recruitment process, including post-offer support
• Ensure vacancy approvals are obtained and documented
• Communicate with recruitment agencies to schedule interviews and provide feedback
• Track and maintain accurate records of candidate progress
• Draft and issue offer letters and contracts, ensuring timely completion

Early careers recruitment (Digital)

• Apprenticeships Vacation Schemes, and Internal Training Contracts
• Support the Recruitment Advisor and Recruitment Manager in the planning, coordination and delivery of the Belfast Apprenticeship Programme, Vacation Scheme, Internal Training Contract and Johannesburg ILDP programme.
• Organise and coordinate assessment centres, candidate briefings, calibration sessions and wash-up meetings.
• Maintain and update all documentation, processes and records relating to early careers programmes.
• Represent the firm at careers events, university activities and recruitment initiatives, promoting the HSF Kramer Digital brand and early careers opportunities.
• Act as a key point of contact for students and candidates, providing a positive and professional candidate experience throughout the recruitment process.
• Liaise regularly with HR teams to ensure they are updated on future joiners and relevant onboarding requirements.
• Work closely with the Recruitment Advisor and Recruitment Manager to deliver effective attraction, promotion and outreach activities for early careers programmes across target universities.
• Assist in the end-to-end management of recruitment campaigns, including application administration, issuing assessments and tests, reviewing application forms and supporting the delivery of assessment centres.
• Coordinate and implement reasonable adjustments for candidates throughout the recruitment process where required.
• Organise and support presentations, law fairs, skills sessions and other university engagement events, both on and off campus.
• Allocate Vacation Scheme and Internal Training Contract applications for screening to recruitment team members, ensuring reviews are completed within agreed timelines and in accordance with screening guidelines.
• Support the Recruitment Advisor and Recruitment Manager in analysing and evaluating the effectiveness of recruitment events, early careers programmes and key initiatives, identifying opportunities for continuous improvement and helping to implement enhancements.
• Produce recruitment reports and maintain accurate recruitment data to support informed decision-making and programme evaluation.
• Contribute to the development of an inclusive and engaging candidate experience that reflects the firm's values and employer brand.

Project & Process Support

• Assist with ad hoc recruitment campaigns and strategic hiring initiatives
• Support recruitment project teams with service delivery and coordination
• Maintain and update the preferred supplier list, including tracking agency terms and renewals
• Contribute to periodic reviews of agency agreements and recruitment policies

Additional Responsibilities

• Assist with Partner-level recruitment interview scheduling
• Welcome contingent workers on their first day and guide them through onboarding
• Coordinate diaries for Recruitment Managers and manage meeting logistics
• Act as a point of contact for recruitment-related queries via phone and email
• Maintain and update recruitment templates, standard letters, and policies
• Fulfil other reasonable ad hoc requests as required

Qualifications, skills and experience

• Highly organised and proactive with a strong sense of initiative
• Experience in recruitment administration, HR or a similar field
• Excellent communication skills and ability to manage multiple priorities in a fast-paced environment
• Proven client service experience is essential
• Familiarity with Workday or similar ATS platforms is a plus
• A desire to learn about the legal industry and to get to know HSF Kramer's employee offering

Closing date for applications is Tuesday 8 September at 5pm