Early Careers Recruitment Assistant in London

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.

The Opportunity

Key Responsibilities

• Assist with managing vacation scheme applications on applicant tracking system (Candid), including monitoring online testing via Sova.
• Adding candidates to the "ones to look out for" list and checking applicants against this list.
• Make necessary adjustments for candidates as required.
• Review vacation scheme applications.
• Deal with general candidate enquiries (by email or phone).
• Responsible for updating Candid and updating HR statuses post-AC.
• Ensure accurate recording on Candid of Assessment Centres and vacation scheme feedback.
• Effectively manage the database, ensuring accurate reports can be created.

Preparation for Vacation Schemes

• Book rooms and speakers for presentations, workshops and internal events.
• Arrange catering, including noting dietary requirements.
• Book in all presenters and ensure they have reviewed and updated slides prior to each presentation.
• Book external social events.
• Prepare Programme of Events/photo booklet and ensure all sections are kept up to date.
• Add candidates to Workday.
• Set up IT log-in details and liaise with IT to arrange equipment.
• Work with internal HR teams to ensure all vacation scheme students have been added accurately and dates specified.
• Preparation of security passes.
• Organise payroll for students.
• Send out joining instructions to participants.
• Send Trainee Buddy instruction emails.
• Arrange first day and departure feedback sessions.
• Initiate and manage the pre-employment screening of vacation scheme students.
• Compilation of "welcome" and "goodbye" gifts.

During and post vacation schemes

• Check rooms, refreshments and equipment for presentations/workshops each day.
• Liaise with all presenters and ensure slides are uploaded as required.
• Assist Adviser in carrying out the Right To Work Checks.
• Ensure students are made aware of any changes to the timetable in the printed booklets.
• Manage invites and list of attendees for events and organise name badges.
• Collate supervisor evaluation forms and ensure packs are prepared for the partner wash-up session.
• Update students’ individual folders throughout the duration of schemes.
• Attend to ad-hoc queries from students.
• Attend vacation scheme events.
• Create and send a feedback survey towards the end of the scheme.
• Manage the offer/rejection process including the post-offer process/TC onboarding process.

Assessment Centres (ACs)

• Responsible for booking partners and senior associates for Assessment Centres in a timely manner, including assisting with last minute replacements.
• Compile daily AC timetables and ensure the partners and candidates have all required materials.
• Ensure schedules have been created on our digital assessment centre, SOVA.
• Ensure the candidate and assessor rooms are set up prior to each AC, including printing assessor materials.
• Book trainee tours.
• Assist with the running of ACs.
• Ensure all feedback is collected for each student.
• Produce offer and reject letters as required.
• Coordinate feedback emails to unsuccessful candidates in a timely manner.

Campus Ambassadors

• Organise the campus ambassador recruitment process, including advertising roles, processing and pre-selection of applications and arranging and conducting interviews with alumni.
• Organise onboarding process, including offer letters, payroll forms, welcome packs and induction days.
• Create ways to incentivise campus ambassadors with social media challenges and prizes for excellent promotional work.
• Maintain relationships with the campus ambassadors throughout the year and ensure that we are using them effectively and that the alumni teams are also in contact with them.
• Ensure campus ambassadors complete the annual feedback survey and provide a summary of recommendations.
• Order and project manage "thank you" gifts for campus ambassadors.

Solicitor Apprenticeships

• Work with manager and advisers to ensure effective promotion and outreach to school leavers for the Solicitor Apprenticeship programme.
• Assist with managing the application process, including issuing the online test, reviewing application forms and helping to run assessment centres.
• Make necessary adjustments for candidates as required.
• Support the 'keep warm' strategy for candidates between offer stage and joining the Firm.

University Liaison/Events

• Manage allocated alumni teams and sponsorship agreements/activities with your universities.
• Manage the budget for your universities and liaise with lead trainee to book skills sessions and other ad hoc events.
• Use events software, Candid, to create events and manage sign-ups.
• Use Vantage to promote events.
• Attend campus events/law fairs between October-December.
• Build links with careers services, law faculties, academics, students and societies to help promote events.
• Organise and assist with diversity events, particularly those with Rare Recruitment, Aspiring Solicitors, MyPlus Consulting and Social Mobility Foundation.
• Organise insight days with high achieving students at our target universities.

Introduction to Law Workshop (alongside other assistants)

• Manage spreadsheet of students and their contacts.
• Responsible for designing programme of events and finding supervisors.
• Book presentations and speakers.
• Liaise with the partner contacts and supervisors regarding placements.
• Ensure all 14-18 year old participants receive the relevant risk assessment.
• Prepare security passes.
• Send out joining instructions to participants.
• Run at least one of the two-day sessions per year.
• Ensure all students sign the confidentiality agreement and bring their passport on the first day.

First Year Workshops

• Organise the recruitment process for first year workshops, including advertising, selection and coordination with candidates.
• Arrange workshops/briefings/presentations to ensure we present a well-rounded view of the firm during the workshops.
• Organise seat allocation for first year workshops.
• Assist with organisation of hotels and the evening event on each workshop and attend this event.
• Send out all joining instructions to participants, compile induction packs and produce an evaluation of feedback at the end of the workshops.
• Organise follow up event with first year workshop attendees.

Future Joiners

• Be the main point of contact for all future joiner queries and respond in a timely manner.
• Keep the Future Joiner data room and HR personnel files up to date following vacation schemes and offer acceptances.
• Initiate and manage the pre-employment screening of trainees 3 months before they join.
• Flag all future joiners requiring visas to the international mobility team in a timely manner.
• Communicate to BPP the HSF Kramer cohorts and ensure they are made aware of all cohort changes.
• Pay future joiner maintenance grants and SQE and PGDL fees as well as managing the discretionary grant budget.
• Arrange PGDL/SQE reimbursements and pro-rated maintenance grants where necessary following TC offers from each vacation scheme.
• Maintain the Future Joiner Payment spreadsheets.
• Organise future joiner events including a Future Joiner Quiz in April and a Summer Party in July.

Diversity

• Assist EC Advisers in implementing any reasonable adjustment requests from candidates attending interviews and vacation schemes.
• Assist EC Advisers with reviewing applications for the Roger Leyland Scholarship.
• Organise interviews for the Roger Leyland Scholarship and ensure the scholars are paid each year.
• For all future joiners, ensure they have been offered the opportunity to have a mentor/buddy at the firm.
• Help conduct first round telephone interviews for the India Internship.
• Organise the final interviews and candidate travel and accommodation during the India trip each September. Ensure offers and rejections are sent out in a timely manner and feedback is collated and given to students who request this.
• Arrange flights and accommodation for the successful India interns joining the summer vacation scheme and ensure the international mobility team are made aware of the candidates prior to them coming to London to initiate visa process.

General Administration

• Answer phones, taking messages, dealing with queries where possible (including replying to ad-hoc letters/emails that come through to the EC Inbox).
• Ad-hoc duties as requested by the Early Careers Recruitment Advisers/Manager.
• Raise invoices in timely manner.
• Maintain and update all standard letters and emails.
• Feedback any improvements which could be made on an on-going basis throughout the vacation students recruitment year.
• Review schemes and assist with implementation of new initiatives.
• Assist other members of the EC team during busy periods, e.g. Events Season.

Skills / Experience

• We would expect the successful candidate to be educated to degree level.
• A minimum of 12 months previous office experience (desirably in early careers recruitment), but would consider those with less or more experience providing they meet the required competencies.
• Events organisation experience desirable but not essential.
• Proficiency in Microsoft Office Products, in particular Excel.

Competencies

• Personal Leadership: Positively impacts those around them, makes quality decisions and develops themselves both personally and professionally. Demonstrates sound knowledge in their field. Anticipates potential problems and identifies a range of possible solutions. Adapts their interpersonal style to suit different audiences in a genuine way.
• Builds Authentic Relationships: Takes time to get to know people beyond their role. Treats people with respect and in a fair and consistent way. Recognises when colleagues are under pressure and volunteers to assist them where possible.
• Collaborates with others: Works within teams and across boundaries to share knowledge and achieve results. Identifies and builds relationships required to achieve the best outcomes for the firm. Engages people with the right skills, knowledge, expertise to provide advice and assist with tasks. Connects other people in the firm who have mutual interests or work objectives. Generously shares their time, knowledge, expertise and talent to support others’ success.
• Enhances the Client Experience: Creates opportunities to enhance the experience of the firm’s clients through their daily tasks. Behaves consistently with the firm’s values in their interactions with others. Conducts themselves in a way that reflects positively on the firm’s brand, both inside and outside the firm.
• Achieves Results: Maintains focus and drive to achieve quality outcomes. Focuses their time and efforts on issues that will have the greatest impact on agreed objectives. Anticipates responses and plans their approach accordingly. Looks for the most effective way to achieve outcomes. Maintains perspective and optimism when faced with setbacks.

Working Pattern: Full time

Location: London

Contract type: Fixed Term Contract

Diversity & Inclusion: We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.