HR Assistant

Cooley is seeking a HR Assistant to join the Human Resources team.

Position Summary

To provide an effective administration service for the HR Department.

Position Responsibilities

• Onboarding & Offboarding Support
  • 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.
• Data Management & Reporting
  • 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.
• Scheduling & Coordination
  • Organise meetings, interviews and training sessions.
  • Set standard diary reminders.
  • Maintain the HR calendar and track probation expiry dates.
  • Assign training in Workday Learning.
• Document Management
  • 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 sub‑folders 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.
• General Administrative Support
  • 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.

Skills & Experience

• 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.

Competencies

• Quality & Accuracy: Consistently delivers high‑quality work with attention to detail. Demonstrates accuracy in data entry and document management.
• Confidentiality & Integrity: Maintains absolute confidentiality regarding HR and office information. Handles sensitive matters with tact, diplomacy and discretion.
• Collaboration & Teamwork: Works effectively with others and contributes to team success. Approachable, cooperative and supportive in a fast‑paced environment.
• Organisation & Prioritisation: Organises and prioritises tasks effectively to meet deadlines. Manages multiple responsibilities under pressure.
• Communication: Possesses excellent written and oral communication skills. Listens effectively and inspires confidence when interacting with colleagues and external providers.
• Problem‑Solving & Initiative: Demonstrates resourcefulness and initiative in resolving issues. Strong numeric and analytical skills for handling HR data.
• Adaptability & Growth: Embraces organisational change and remains flexible. Actively seeks feedback and is highly coachable.
• Client Service Orientation: Focused on delivering top‑quality internal client service. Recognises pressure points and offers proactive assistance.
• Cultural Alignment: Embodies firm values and contributes positively to the work environment. Acts as a cultural ambassador and promotes a collaborative, respectful workplace.

Benefits

• Enhanced family leave
• Health and dental insurance
• Group income protection
• Life assurance
• Pension
• Fertility benefits
• Wellness programmes
• Employee discounts including a fitness and nutrition allowance
• And more!

A comprehensive benefits brochure will be provided to all candidates during the interview process.

Equal Opportunity Statement: We strive to create an inclusive and rewarding environment that allows our people to thrive both professionally and personally. The Firm does not discriminate in employment opportunities or practices on the basis of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation. This policy governs all aspects of employment, including but not limited to, recruitment, selection, job assignment, compensation, discipline, promotion, termination, and access to benefits and training. Cooley (UK) LLP is dedicated to making our recruitment practices and candidate interviews inclusive and accessible for everyone. If you have a medical condition, disability or are neurodivergent and require reasonable accommodations, adjustments or support during your interview process, please contact LNHR@cooley.com. We assure you all requests will be treated with sensitivity and strict confidentiality, and they will not affect your potential employment with Cooley (UK) LLP.