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 comprise of one manager, one senior marketing adviser, two advisers, three assistants and one admin assistant.
The team are 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 will offer scope for creativity, use of initiative and personal development and is an exciting position within this high performing and well-established team.
Key Responsibilities
Vacation Schemes
* Assist with managing vacation scheme applications on applicant tracking system (Candid), including monitoring online testing via Sova
* Adding candidates to the "ones to look out for" list and checking applicants against this list
* Make necessary adjustments for candidates as required
* Review vacation scheme applications
* Deal with general candidate enquiries (by email or phone)
* Responsible for keeping Candid up to date and updating HR statuses post-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 including noting dietary requirements
* Book in all presenters and ensure they have reviewed and updated slides prior to each presentation
* Book external social events
* Prepare Programme of Events/photo booklet and ensure all sections are kept up to date
* Adding candidates to Workday
* Set up IT log-in details and liaising with IT to arrange equipment
* Work with internal HR teams to ensure all vacation scheme students have been added accurately and leave dates specified
* Preparation of 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 the pre-employment screening of vacation scheme students
* Compilation of "welcome" and "goodbye" gifts
During and post vacation schemes
* Check rooms, refreshments and equipment for presentations/workshops each day
* Liaise with all presenters and ensure slides are uploaded as required
* Assist Adviser in carrying out the Right To Work Checks
* Ensure students are made aware of any changes to the timetable in the printed booklets
* Manage invites and list of attendees for events and organise name badges
* Collate supervisor evaluation forms and ensure packs are ready for the partner wash up session
* Update students' individual folders throughout the duration of schemes
* Attend to ad-hoc queries from students
* Attend vacation scheme events
* Create and send a feedback survey towards the end of the scheme
* Managing the offer/rejection process including the post-offer process/TC onboarding process
Assessment Centres (ACs)
* Responsible for booking partners and senior associates for Assessment Centres in a timely way including assisting with last minute replacements
* Putting together daily AC timetables and ensuring the partners and candidates have all of the materials needed
* Ensuring the schedules have been created on our digital assessment centre, SOVA
* Ensuring the candidate and assessor rooms are set up prior to each AC including printing assessor materials
* Book trainee tours
* Assist with the running of ACs
* Ensure all feedback is collected for each student
* Produce offer and reject letters as required
* Coordinate feedback emails to unsuccessful candidates in a timely manner
Campus Ambassadors
* Organise the campus ambassador recruitment process, including advertising roles, processing and pre-selection of applications and arranging and conducting interviews with alumni
* Organise onboarding process, including offer letters, payroll forms, welcome packs and induction days.
* Create ways to incentivise campus ambassadors with social media challenges and prizes for excellent promotional work
* Maintain relationships with the campus ambassadors throughout the year and ensure that we are using them effectively and that the alumni teams are also in contact with them
* Ensure campus ambassadors complete the annual feedback survey and provide a summary of recommendations
* Order and project manage "thank you" gifts for campus ambassadors.
Solicitor Apprenticeships
* Work with manager and advisers to ensure effective promotion and outreach to school leavers for the Solicitor Apprenticeship programme.
* Assist with managing the application process, including issuing the online test, reviewing application forms and helping to run assessment centres.
* Make necessary adjustments for candidates as required
* Support the keep in warm strategy for candidates between offered and starting at the Firm.
University Liaison/Events
* Manage your alumni team and sponsorship agreements/activities with your universities
* Manage the budget for your universities and liaise with lead trainee to book skills sessions and other ad hoc events
* Use events software, Phenom to create events and manage sign-ups
* Use Vantage to promote events
* Attend campus events/law fairs between October-December
* Build links with careers services, law faculties, academics, students and societies to help promote events
* Organise and assist with diversity events, particularly those with Rare Recruitment, Aspiring Solicitors, MyPlus Consulting and Social Mobility Foundation.
* Organise insight days with high achieving students at our target universities
Introduction to Law Workshop (with other assistants)
* Manage spreadsheet of students and their contacts
* Responsible for designing programme of events and finding supervisors
* Book presentations and speakers
* Liaise with the partner contacts and supervisors regarding placements
* Ensure all 14-18 year old participants receive the relevant risk assessment
* Preparation of security passes
* Send out joining instructions to participants
* Run at least one of the two-day sessions per year
* Ensure all students sign the confidentiality agreement and bring their passport on the first day
First Year Workshops
* Organise the recruitment process for first year workshops, including advertising, selection and coordination with candidates
* Arrange workshops/briefings/presentations to ensure we present a well-rounded view of the firm during the workshops
* Organise seat allocation for first year workshops
* Assist with organisation of hotels and the evening event on each workshop and attend this event
* Send out all joining instructions to participants, compile induction packs and produce an evaluation of feedback at the end of the workshops
* Organise follow up event with first year workshop attendees
Future Joiners
* Be the main point of contact for all future joiner queries and respond in a timely manner
* Keep the Future Joiner data room and HR personnel files up to date following vacation schemes and offer acceptances
* Initiate and manage the pre-employment screening of trainees 3 months before they join
* Flag all future joiners requiring visa's to the international mobility team in a timely manner
* Communicate to BPP the HSF cohorts and ensure they are made aware of all cohort changes
* Pay future joiner maintenance grants and SQE and PGDL fees as well as managing the discretionary grant budget
* Arrange PGDL/SQE reimbursements and pro-rated maintenance grants where necessary following TC offers from each vacation scheme
* Maintain the Future Joiner Payment spreadsheets
* Organise future joiner events including a Future Joiner Quiz in April and a Summer Party in July
Diversity
* Assist GR Advisers in implementing any reasonable adjustment requests from candidates attending interviews and vacation schemes
* Assist GR Advisers with reviewing applications for the Roger Leyland Scholarship
* Organise interviews for the Roger Leyland Scholarship and ensure the scholars are paid each year
* For all future joiners, ensure they have been offered the opportunity to have a mentor/buddy at the firm
* Help conduct first round telephone interviews for the India Internship.
* Organise the final interviews and candidate travel and accommodation during the India trip each September. Ensure offers and rejections are sent out in a timely manner and feedback is collated and given to students who request this
* Arrange flights and accommodation for the successful India interns joining the summer vacation scheme and ensure the international mobility team are made aware of the candidates prior to them coming to London to initiate visa process
General Administration
* Answer phones, taking messages, dealing with queries where possible (including replying to ad-hoc letters/emails that come through to the GR Inbox)
* Ad-hoc duties as requested by the Early Careers Recruitment Advisers/Manager
* Raise invoices in timely manner
* Maintain and update all standard letters and emails
* Feedback any improvements which could be made on an on-going basis throughout the vacation students recruitment year
* Review schemes and assist with implementation of new initiatives
* Assist other members of the EC team during busy periods, e.g. Events Season
Skills / Experience
* We would expect the successful candidate to be educated to degree level
* A minimum of 12 months previous office experience (desirably in early careers recruitment), but would consider those with less or more experience providing they meet the required competencies
* Events organisation experience desirable but not essential
* Proficiency in Microsoft Office Products, in particular in Excel
Team
Human Resources
Working Pattern
Full time
Location
London
Contract type
Fixed Term Contract
Diversity & Inclusion
At Herbert Smith Freehills you will be part of a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator. People at our firm come from a range of backgrounds and bring a wide variety of experiences and perspectives to their work with us. We strive to ensure that our inclusive environment means you feel valued and able to perform at your best by being your authentic self at work. We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling highly engaged in meaningful work.
We understand that you have commitments and personal interests outside of work and we strive to create a working environment based on mutual trust and respect, in which you can perform at your best whilst maintaining sustainable balance across your life.
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