HR Assistant

Career Legal; Dublin; On-site; EUR 28,000 - 36,000; Full time

Job summary

Career Legal is seeking an HR Assistant to join its Dublin team. The role provides full administrative support to the HR function across the EMEA region, including payroll, recruitment, onboarding and employee relations.

You will work in a dynamic, global law firm culture, supporting multiple HR disciplines and contributing to process improvements. The position suits a proactive professional starting their HR career, keen to learn across Operations, Reward, Business Partnering and Talent, within

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
• 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
• 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
• 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
• Assist with preparing the monthly payrolls
• If necessary, help administer the firm’s benefits and pension schemes and update the HR database
• Help with logistics for training delivered by external providers, the L&D team and online programmes
• Help administer requests for qualification sponsorship
• Maintain a high standard of service to internal clients and help build the professional reputation of the HR function
• Work with varying degrees of day-to-day supervision
• Build professional and positive relationships with partners and employees
• Work in line with the firm’s Contribution Areas for your role and level
• Maintain trust and confidentiality at all times
• Act as a Trusted Advisor, building relationships across all business services teams to ensure a consistent approach and service
• Undertake training as required
• Operate safely and considerately in the workplace

Job description

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 standard of service to internal clients and help build the professional reputation of the HR function
• Work with varying degrees of day-to-day supervision
• Build professional and positive relationships with partners and employees
• Work in line with the firm’s Contribution Areas for your role and level
• Maintain trust and confidentiality at all times
• Act as a Trusted Advisor, building relationships across all business services teams to ensure a consistent approach and service
• Undertake training as required
• Operate safely and considerately in the workplace