Ropes & Gray is a global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Our clients include private equity firms, pharmaceutical and biotech companies, financial institutions, mutual funds, hospital systems, and more. Client by client, we’ve built a reputation for first-class work, a pragmatic approach, and impeccable standards of service and ethics. We count many of the world’s most respected companies and institutions as longtime clients, and serve organizations at all stages of development. Clients trust us with their most important matters because they know we understand their businesses and deliver the results they need.
Our deeply rooted culture of teamwork means that our lawyers work closely with colleagues around the world to provide support to clients. This collaborative approach encourages our lawyers to work alongside partners and clients on sophisticated matters. We work as a team to support a range of leading legal practices, including private equity, M&A, capital markets, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, data, privacy & cybersecurity, and business restructuring.
Ropes & Gray London is one of the largest offices in the Ropes & Gray network, and the hub of the firm’s EMEA network and set up in London in 2010. While we are now an established presence in the UK, we’ve retained all the buzz of our start-up years. It makes us a little bit different: it means we have the stature and resources of a major international law firm combined with the pace, inclusivity and career progression of a specialist firm. Our clients like to work with us. We are, of course, always professional, but we are personal, and personable with it. As a group, we’re international, diverse and our team is always professional, but uniquely personable. With around 31 partners, 137 fee earners and a trainee intake of 13, everybody in the office knows everyone else. That means that every hire we make is an important investment for the firm, because each team member has a distinct role to play in delivering excellent service to our clients.
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The role of the Human Resources Specialist is to provide administrative support to the business support and HR operations sub-teams within the wider London HR team.
KEY ROLES & RESPONSIBILITIES
Business Partnering
- Provide admin support to HR Manager (HRM) for all processes i.e. leavers, probation, parental leave, exit interviews, promotions, changes to contract of employment etc. This will include diarizing meetings and follow ups, prepare all letters, maintain tracker documents, add changes to HR database and process all payroll changes.
- Prepare new joiner induction schedules.
- Carry out day 1 ‘welcome’ meeting including confirm right to work checks, share induction pack.
- Provide admin support to HRM to ensure the successful execution of the business support performance management and compensation processes.
- Work closely with HRM on HR projects, as and when appropriate.
- Maintain the business support pages of the London HR infonet site, including line manager toolkits.
Absence Management
- Following receipt of absence notifications, send self-certification forms to employees who have been absent due to illness. Once returned, update the relevant section on the ADP absence system.
- Carrying out periodic audits against time recording information, administer holiday carry over process and be the super user for the ADP system.
- Deliver holiday booking/system training to new joiners and line managers.
Payroll
- Collate all monthly payroll transactions (for both business support and associates) and liaise with payroll team to ensure that all changes are understood and administered within deadlines.
- Answer payroll queries and assist with payroll audits.
Admin
- Ensure tracker documents are up to date and systems notifications are processed in a timely manner.
- Manage the leaver process. Prepare leaver letters, update PeopleSoft and ensure leavers are processed through to payroll, check all items on leaver checklist are completed and ensure accurate leaver instructions are provided to relevant support departments via the notification process.
- Update and send the weekly ‘Starters, Movers and Leavers’ list.
- Respond to reference requests i.e. mortgage, rental, visa, leavers.
- Maintain HR procedures manuals.
- Maintain accurate data entry on PeopleSoft, the HR database.
- Compile ad hoc reports and statistics on request.
- Ensure all monthly reports are filed accordingly.
- Ensure HR e- files and paper files are kept orderly and all filing is up to date.
- Regularly monitor London HR inbox and respond accordingly.
Risk Management
- Have a good understanding of UK employment law and maintain up to date knowledge.
- Assist HR manager with updating policies.
- Update standard precedent documents.
- Ensure all personal data is processed in line with GDPR.
Recruitment
Secretarial recruitment
- Liaise with Secretarial Manager when vacancy arises and discuss requirements for specific practice group.
- Prepare job description and add to AllHires recruitment portal.
- Develop a good relationship with preferred recruiters and liaise with them when a vacancy arises.
- Schedule interviews.
- Conduct interviews as appropriate.
- Extend offer to successful candidates and prepare offer paperwork.
- Reject unsuccessful candidates.
Business support recruitment
- Support HR Manager with the administration of all business support roles.
- Add vacancies to the AllHires recruitment portal.
- Ensure incoming CVs are forwarded to hiring managers daily.
- Schedule interviews and take notes as appropriate.
- Prepare offer paperwork.
Onboarding
- Administer the business support onboarding process to ensure all business support and secretarial hires are onboarding successfully.
- Administer all background checks via background checks agency (Verifile).
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