Recruitment Assistant

Herbert Smith Freehills Kramer is a world-leading global law firm, where our ambition is to help you achieve your goals.

Exceptional client service and the pursuit of excellence are at our core.

We invest in and care about our client relationships, which is why so many are longstanding.

We enjoy breaking new ground, as we have for over 170 years.

As a fully integrated transatlantic and transpacific firm, we are where you need us to be.

Our footprint is extensive and committed across the world's largest markets, key financial centres and major growth hubs.

At our best tackling complexity and navigating change, we work alongside you on demanding litigation, exacting regulatory work and complex public and private market transactions.

We are recognised as leading in these areas.

We are immersed in the sectors and challenges that impact you.

We are recognised as standing apart in energy, infrastructure and resources.

And we're focused on areas of growth that affect every business across the world.

All of this is achieved by supporting the growth of our people, who help us deliver on our ambition - which is to help you achieve yours.

Herbert Smith Freehills Kramer: Your goals. Our ambition

The Opportunity

Role Overview

The UK Lateral Recruitment team are based across our London and Belfast offices. The team supports recruitment for the UK, Johannesburg, Brussels, Luxembourg, Dubai, and Riyadh.

The Recruitment Assistants provide essential administrative and coordination support across the recruitment lifecycle.

General responsibilities include liaising with recruitment agencies, posting roles to the recruitment portal, booking interviews, administering technical tests, onboarding and offboarding of contingent workers, and producing offer documentation.

The Recruitment Assistant (Belfast) also plays a significant role in the coordination of our Digital Early Careers processes.

This role will have ownership of specific junior roles such as PTAs or Paralegals (with support from the Recruitment Manager).

You'll be a key point of contact for candidates, agencies, and internal stakeholders, helping to deliver a seamless and professional recruitment experience.

Primary Responsibilities

• Recruitment Administration
• Maintain and update all live vacancies on our applicant tracking system and CRM (Workday and Phenom)
• Ensure the firm's careers page reflects current opportunities, removing filled roles promptly
• Post job adverts across relevant platforms and monitor performance
• Manage candidate communications, including interview invitations and feedback
• Coordinate interviews (in-person and via Teams) with hiring managers and candidates
• Process invoices and reimbursements for candidate expenses
• Respond to speculative applications and log CVs appropriately
• Organise and support candidate assessments, including technical tests and assessment centres
• Issue agency terms of business through Docu Sign and track these centrally
• Candidate & Agency Engagement
• Manage end-to-end recruitment for designated roles (e. g. PTAs, Paralegals) with oversight from the Recruitment Manager
• Liaise directly with candidates throughout the recruitment process, including post-offer support
• Ensure vacancy approvals are obtained and documented
• Communicate with recruitment agencies to schedule interviews and provide feedback
• Track and maintain accurate records of candidate progress
• Draft and issue offer letters and contracts, ensuring timely completion
• Early careers recruitment (Digital)
• Apprenticeships Vacation Schemes, and Internal Training Contracts
• Support the Recruitment Advisor and Recruitment Manager in the planning, coordination and delivery of the Belfast Apprenticeship Programme, Vacation Scheme, Internal Training Contract and Johannesburg ILDP programme.
• Organise and coordinate assessment centres, candidate briefings, calibration sessions and wash-up meetings.
• Maintain and update all documentation, processes and records relating to early careers programmes.
• Represent the firm at careers events, university activities and recruitment initiatives, promoting the HSF Kramer Digital brand and early careers opportunities.
• Act as a key point of contact for students and candidates, providing a positive and professional candidate experience throughout the recruitment process.
• Liaise regularly with HR teams to ensure they are updated on future joiners and relevant onboarding requirements.
• Work closely with the Recruitment Advisor and Recruitment Manager to deliver effective attraction, promotion and outreach activities for early careers programmes across target universities.
• Assist in the end-to-end management of recruitment campaigns, including application administration, issuing assessments and tests, reviewing application forms and supporting the delivery of assessment centres.
• Coordinate and implement reasonable adjustments for candidates throughout the recruitment process where required.
• Organise and support presentati
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