Early Careers Administrator - 10mth FTC

We have an exciting opportunity for an Early Careers Administrator to join our team on a ten-month fixed term contract.

The Early Careers team currently comprises four people: a Senior Manager, an Officer, an Assistant, and this role. The team are responsible for recruiting up to 18 trainee solicitors and four solicitor apprentices per annum for a start date in August/September, and approximately 30 attendees for two 2‑week vacation schemes, one in spring and one in the summer.

This role will provide essential administrative and organisational support across the full lifecycle of early careers activity, including recruitment campaigns, assessment processes and programme delivery.

The successful individual will play a key role in coordinating interviews and assessment centres, managing candidate communications, maintaining data and systems, and supporting the planning and delivery of events.

The role requires a highly organised and detail‑oriented individual with strong administrative capability. The successful candidate will demonstrate a proactive approach, the ability to manage multiple priorities, and confidence in liaising with a range of internal and external stakeholders.

Key Responsibilities

Attraction

• Assisting in organising and attending the firm's early careers virtual and in‑person events, including law fairs, presentations and open days.
• Updating presentations and materials for events as directed by the Assistant or Officer.
• Registering attendees for law fairs, open days and workshops.
• Booking venues and managing attendee lists.
• Preparing name badges, sign‑in sheets and event materials.
• Sending joining instructions and reminders for meetings and events.
• Processing post‑event surveys and attendance records.
• Drafting social media posts for review by the Assistant or Officer.
• Scheduling approved marketing content across platforms.
• Maintaining attraction materials, brochures and presentations.

Recruitment & Selection

• Assisting the team with the initial screening of all vacation scheme, training contract, open day, Early Bird Scholarship, Flying Start and solicitor apprenticeship applications on Candid (over 4,000 applications annually).
• Assisting the Early Careers team with reviewing video interviews for vacation scheme and Solicitor Apprentice candidates.
• Assisting with the logistics of internal events/drop‑in days/assessment centres/vacation schemes; ensuring rooms have been booked, finding internal speakers, arranging catering, sharing all relevant information with speakers, interviewers, and candidates.
• Organising feedback calls following assessment days and vacation schemes.
• Preparation of offer letters and contracts for vacation schemes, training contracts, solicitor apprenticeships, Early Bird Scholarships and monitoring acceptances on DocuSign.
• Preparing candidate packs and assessment materials for interviewers.
• Responding to daily queries and to emails in the Early Careers team's inbox.
• Assisting with the planning and delivery of the vacation schemes.

HR Development

• Supporting trainee solicitor and solicitor apprentice onboarding administration.
• Setting up and maintaining online employee files in an efficient manner, ensuring that they are appropriately named, categorised, up to date, in chronological order and tidy.
• Assisting with right to work checks.
• Chasing outstanding paperwork.
• Tracking completion of mid and end‑of‑seat appraisal documentation.
• Tracking completion of training records at the end of each seat rotation.
• Updating and maintaining internal materials such as the trainee and future trainee handbook and the seat rotation guide.
• Updating and maintaining the Early Careers Map.
• Assisting with apprentice end of probation letters.
• Drafting employment references.
• Organising, arranging and attending Early Careers social events.

Ad Hoc Responsibilities

• Processing invoices and expenses for all areas of the Early Careers team.
• Updating the Early Careers team's invoice and budget tracker.
• Processing maintenance payments and all associated costs.
• Developing, building and maintaining internal and external relationships and networks.
• Booking rooms and catering for relevant meetings and events.
• Project work within the scope of the post‑holder's abilities.

What You’ll Bring

• Team working: the ability and willingness to work as part of a close‑knit team.
• Motivation: this role requires the job holder to be self‑motivated and able to use their initiative. A ‘can do’ and flexible approach is essential.
• Communication skills: excellent communication and presentation skills with the ability to deal with people at all levels; able to deal with external contacts and suppliers.
• Technical qualifications: the role requires a competent level of computer literacy. Knowledge and confidence using various social media platforms, especially Instagram and LinkedIn is also desirable.
• IT skills: knowledge of Outlook, Word, Excel and PowerPoint.
• Misc: proven organisational skills; ability to multi‑task; able to remain calm in demanding situations; confidential.

Knowledge & Skills

• Previous administrative experience is desirable.
• A genuine interest in pursuing a career in Early Careers or HR.
• Knowledge of Microsoft 365.

What’s In It For You

We provide comprehensive support for our colleagues’ health and wellbeing, including private medical cover, life assurance, critical illness cover, and regular health assessments. In addition, we offer a range of lifestyle benefits designed to help our team live their best lives, such as a cycle to work scheme, access to online GP appointments, discounted gym memberships, and an electric vehicle scheme.

Equal Opportunities Statement

As a disability and neurodiversity inclusive employer we want to ensure that you have a barrier‑free recruitment experience at Bird & Bird. If you require any adjustments during the recruitment process, please provide details to your recruitment contact who will be in touch to discuss any details provided and understand more about your individual adjustment needs.