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HR Assistant

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Cooley LLP

2mo ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
  • London
  • Quick Apply

AI generated summary

  • You should have A-Level education, admin experience in professional services, strong MS Office skills, excellent typing accuracy, familiarity with HR systems like Workday, and flexibility for overtime.
  • You will handle onboarding, payroll support, maintain records, manage recruitment admin, arrange meetings, process invoices, and ensure compliance while supporting the HR team.

Requirements

  • Educated to A-Level standard or equivalent.
  • Previous administrative experience, ideally within a professional services environment.
  • Strong computer literacy with proficiency in Microsoft Word, Excel, Outlook and electronic filing systems (essential).
  • Excellent typing and data entry skills with a high level of accuracy.
  • Familiarity with HR systems (e.g., Workday) is desirable.
  • Flexibility to work overtime when required.

Responsibilities

  • Prepare HR offer letters and employment contracts.
  • Upload and file new hire documentation; coordinate orientation schedules.
  • Send links to pre-employment checks (conflict, background and medical) and update relevant individuals.
  • Assist the HR Coordinator with payroll administration, including generating standard reports from Workday and benefit vendors.
  • Monitor upcoming leavers to ensure timely termination in Workday and completion of exit interview tasks.
  • Send TBNT (thanks but no thanks) emails to vendors, candidates, and other stakeholders.
  • Arrange couriers for joiners, leavers, and employees on maternity leave or long-term sickness absence.
  • Distribute upcoming new hire notifications to London stakeholders.
  • Share links for background screening, conflict checks, and pre-employment medical assessments.
  • Send new joiner reports to Roodlane for staff medicals.
  • Ensure welcome gifts are prepared for new hires on their first day.
  • Issue reminders for outstanding onboarding tasks to employees and partners on day one.
  • Create HR e-files for all new joiners.
  • Update employee records and maintain databases (e.g., Workday, OneNote) with accurate, up-to-date information.
  • Audit London office notice periods in Workday and flag anomalies for internal review.
  • Log sickness absence, time off, and leave of absence in Workday.
  • Audit absence data and flag employees returning from LOA to ensure accuracy before year-end reporting.
  • Verify that all documents (job descriptions, flexible working requests, contracts) are correctly filed in Workday.
  • Track biennial background screening deadlines via Workday reports and share employee lists with Vero for bulk upload.
  • Conduct job description audits and flag missing documents.
  • Run standard and ad hoc HR reports.
  • Maintain physical files: archive records of former employees, organise loose documents, and scan contractual paperwork.
  • Manage Workday Learning course database and explore alternatives to Excel/OneNote for tracking.
  • Maintain Vero precedent log for background screening discrepancies.
  • Perform weekly audits of the Workday inbox and follow up with responsible business partners.
  • Chase interviewers for outstanding feedback in Workday.
  • Organise meetings, interviews, and training sessions.
  • Set standard diary reminders.
  • Maintain the HR calendar and track probation expiry dates.
  • Assign training in Workday Learning.
  • File, scan, and organise HR documents in iManage, ensuring compliance with record-keeping policies.
  • Audit recruitment folders and delete CVs/job applications older than 12 months.
  • Create subfolders in e-files to align with the new filing system and file emails accordingly.
  • Collaborate with Information Governance to restructure filing systems per HR team requirements.
  • Handling all recruitment administration.
  • Manage basic email correspondence and provide general office assistance.
  • Code and process supplier invoices and HR expenses.
  • Record sickness absence messages and notify relevant managers or teams.
  • Maintain reports, orientation presentations, and HR templates.
  • Draft reference letters and update HR templates as needed.
  • Take minutes during weekly HR meetings and maintain HR meeting notes in OneNote.
  • Support HR Coordinator in updating London HR pages on CooleyNet.
  • Organise flowers and baby gifts for employees.
  • Compile HR contributions for the London office newsletter and quarterly maternity/absence updates.
  • Cross-check attendance reports against Workday holiday records.
  • Take ad hoc meeting minutes as required.
  • Maintain checklists and follow up with responsible parties before start or departure dates.
  • Organise cupboards containing gifts and other items; recycle/dispose of unwanted items, conduct stock checks, and reorder supplies.
  • Send compliance training reminders to employees and partners.
  • This job description is not exhaustive and the role holder may be required to undertake additional duties from time to time to ensure the smooth running of the department.

FAQs

What is the main role of the HR Assistant at Cooley?

The main role of the HR Assistant is to provide effective administrative support for the HR Department, including onboarding and offboarding processes, data management, scheduling, document management, and general administrative support.

What qualifications are required for the HR Assistant position?

The position requires candidates to be educated to A-Level standard or equivalent, have previous administrative experience (ideally within a professional services environment), strong computer literacy, excellent typing and data entry skills, and familiarity with HR systems like Workday is desirable.

What kind of experience is preferred for this role?

Previous administrative experience in a professional services environment is preferred.

Will the HR Assistant need to work overtime?

Yes, flexibility to work overtime when required is a part of the job expectations.

What software proficiency is essential for this position?

Proficiency in Microsoft Word, Excel, Outlook, and electronic filing systems is essential.

Is there any specific training provided for new HR Assistants?

While specific training details are not mentioned, new HR Assistants will likely receive training related to their tasks and the HR systems used, such as Workday.

How does Cooley ensure confidentiality and integrity within the HR department?

The HR Assistant is expected to maintain absolute confidentiality regarding HR and office information and handle sensitive matters with tact, diplomacy, and discretion.

What type of benefits does Cooley offer?

Cooley offers a comprehensive benefits package including enhanced family leave, health and dental insurance, group income protection, life assurance, pension plans, fertility benefits, wellness programs, employee discounts, and more.

Are there opportunities for professional growth in this position?

Yes, the job description emphasizes adaptability, growth, and actively seeking feedback, which implies opportunities for development and learning.

How can I request reasonable accommodations during the interview process?

Candidates can contact LNHR@cooley.com to request reasonable accommodations, adjustments, or support during the interview process. All requests will be handled with sensitivity and confidentiality.

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Cooley LLP

Where innovation meets the law.

Law
Industry
1001-5000
Employees
1920
Founded Year

Mission & Purpose

Cooley LLP is a global law firm that provides comprehensive legal services to businesses, entrepreneurs, and investors across various industries, including technology, life sciences, and venture capital. Their ultimate mission is to offer exceptional legal expertise and innovative solutions that help clients achieve their strategic goals and navigate complex legal challenges. The purpose of Cooley is to support the growth and success of their clients by delivering high-quality, client-focused legal counsel and fostering long-term partnerships. They aim to advance the legal profession through excellence, integrity, and a commitment to serving the best interests of their clients and communities.