People Services Assistant – Job Description


Reports to

Head of People Services

Purpose of Job

To provide generalist support with the daily operational activities and duties required of the People Services team, delivering a first class service to support the delivery of the People Strategy.  To help with the co-ordination of policies, processes and information throughout the whole employee life cycle to support the attraction, recruitment and retention of our people.

Main Activities

  • Provide administrative support to the People Services team.
  • Diary management, ensuring all key dates are captured and accurate, such as probationary review periods, interviews and other appropriate reminders.
  • Answer general partner and employee queries via email, over the telephone and face to face.
  • Produce all standard letters and other correspondence as required to a high standard.
  • Process documentation and prepare reports relating to People Services activities, such as KPIs, induction programmes and maintaining up to date information on the firm’s intranet.
  • Ensure all monthly reviews and annual appraisals are coordinated, tracked and filed as appropriate.
  • Support the recruitment and induction of new joiners, managing the whole recruitment and communication process, including liaising with external recruitment agents, creating and posting job advertisements in line with Head of Department requirements, co-ordinate interviews and contacting candidates and liaising with other departments as required, ensuring that all recruitment administration is completed in a timely manner and filed appropriately.
  • Assist with the firm’s graduate and solicitor apprentice recruitment programmes.
  • Maintain and update the employee handbook and policies on the intranet as required.
  • Maintain accurate and up to date employee records, such as holiday and sickness absence records.
  • Support the organisation and administration required for the firm’s work experience, law fairs and employability skills initiatives.
  • Collate relevant payroll information to support the accurate payment of monthly salaries and support the annual salary review process, including collating market rate data.
  • Liaise with the firm’s benefit providers, maintain the benefits portal and manage communication with employees regarding benefits, including managing the travel loan scheme and parking permit procedures.
  • Help with the booking of courses and administration involved with the training and development of our people as required.
  • Support and play an active part in the firm’s CSR, health and wellbeing and employee engagement activities.
  • Carry out filing and archiving ensuring all personal files and records are kept up to date and in line with GDPR guidelines.
  • Take notes in meetings as required.
  • Carry out ad-hoc projects as directed by the Head of People Services.
  • Ensure confidentiality is maintained at all times.
  • Continuously seek opportunities to develop expertise and personal effectiveness, including understanding changes to employment law, people developments and best practice.
  • Comply and uphold the firm’s policies and procedures, such as health and safety, GDPR, IT, security, email and anti-virus policies and equality and fair treatment.
  • Be flexible to carry out any other reasonable task as requested within the office environment.

Knowledge/Skills/Experience

  • A minimum of 6 months’ generalist HR experience or in a similar role; within a legal or professional services environment would be an advantage.
  • 5 GCSEs (or equivalent) grades A* to C (9 to 5), including Maths and English.
  • To have or be working towards a CIPD qualification (or equivalent).
  • A basic knowledge of employment law would be an advantage.
  • Good IT skills (Microsoft Office, Word and Excel in particular), including accurate typing ability.
  • Excellent communication, both written and verbal.
  • Produces accurate work and has an excellent attention to detail.
  • Discrete and maintains confidentiality, demonstrating professionalism in all dealings.
  • Proven ability to provide a client focused service to both internal and external people.
  • Demonstrates resilience and patience and is calm, tactful and approachable.
  • Able to work to deadlines and juggle a varied and busy workload, managing time effectively.

Additional notes or information

  • The duties and responsibilities in this job description are not exhaustive and are subject to change in accordance with the needs of the firm.