HR Assistant - Global Mobility

ROLE OVERVIEW // Increase your chances of an interview by reading the following overview of this role before making an application. We are recruiting for an experienced HR Assistant to join the Global Mobility team within the HR Department. This is a full time, permanent role. The Global Mobility team plays a crucial role in managing the movement of employees across borders to support the firm’s international strategy and business needs. Their responsibilities span a wide range of areas, often combining HR, tax, compliance, and operational support. The HR Department comprises the following teams – Recruitment, Advisory, D&I, Systems & MI, Global Mobility, Reward, Benefits & Wellbeing, Employee Relations, Early Careers Development and EA & Administrative Services. The Global Mobility Manager manages the Global Mobility Adviser & HR Assistant for Global Mobility. KEY RESPONSIBILITIES // The key responsibilities of this role are set out below and there may be others which are not listed. You may be required on occasion to work outside our normal working hours of 9:30am to 5:30pm. Provide required administrative support to the GM team such as initiating private medical cover, applying for social security documents and coordinating secondment logistics such as booking travel and accommodation for international secondees. Responsible for invoice processing, informing new suppliers of billing process and liaising with suppliers and the Finance team to ensure invoices are paid on time. Immigration – responsible for running the weekly new joiner report and inputting right to work (RTW) data into SelectHR, sending compliance documentation to the Law Society, assisting GM Adviser with conducting RTW checks and collating information required for compliance packs for sponsored visa holders. Prepare and maintain both regular and ad hoc reports, including, but not limited to, monthly secondment list, OpCo list and Secondment dashboard. Update and maintain GM process manuals, policies and trackers. Assist GM Adviser with setting up secondment and tax briefings. Monitor and action tasks from the Global Mobility shared inbox, building knowledge, contacts and networking across HR and the firm. Responsible for collating per diem, expenses and payroll spreadsheets for overseas secondments payroll. Attend and contribute to team meetings, diary management and room bookings as required. Assist GM Adviser to escalate policy or process exceptions, vendor performance issues and secondee complaints (in particular, around travel or accommodation). Assisting the GM Adviser by collating reports for the annual salary and discretionary bonus reviews, together with the bi-annual overseas allowance and fixed exchange rate review for long-term secondees. Support the GM Adviser with the per diem review for short-term secondees where required. Assisting the GM adviser with changes required to the GM OneNet page after being Red Dot trained. Provide leave cover for GM Adviser. Any other duties that fall within the parameter – this list is not exhaustive. CANDIDATE PROFILE // Candidates for this position must have: Intermediate level knowledge of Microsoft Office Packages (in particular Word, Excel and PowerPoint). This role will demand extensive use of these packages and will also require excellent administrative skills and experience. Experienced user of an HRMS and intermediate level knowledge of document management software. Ability to communicate effectively (written, spoken and presentational), working well within a team. Excellent attention to detail. Proven ability to deal with confidential matters with discretion. A willingness to share information and contribute ideas and suggestions as necessary. A confident, proactive individual prepared to take a hands-on approach to managing a busy workload using their own initiative. Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to tight deadlines. Active listening skills and demonstrates professionalism in all dealings. Comfortable accepting instructions and guidance from different angles. Experience of working in a diverse team whilst fostering an inclusive team culture. We welcome applications irrespective of race, colour, ethnic or national origin, disability, sex, gender identity, sexual orientation, age, religion, belief or marital status.