HR Assistant

A&O Shearman is a new global industry-leading law firm, with 48 offices in 28 countries worldwide. Our fluency in English law, US law, and the laws of the world's most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world's leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to an inclusive environment, and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.

Role Purpose

The purpose of this role is to act as central support and coordination within the Australian HR team, to assist meet functional and strategic department objectives, that support the Australian business.

A significant aspect of the role involves providing comprehensive administrative support for the summer clerk and graduate programs. This includes, but is not limited to, the meticulous planning and execution of induction processes, as well as overseeing other essential administrative tasks to ensure a smooth and welcoming onboarding experience for new clerks, graduates and all other new joining staff. The role requires a proactive approach to the coordination of interviews, induction planning and other administrative tasks involved around the employee lifecycle.

The individual in this position is tasked with offering comprehensive administrative assistance throughout the Human Resources department. Responsibilities are varied and may encompass conducting research on modifications in laws and current industry trends, as well as proposing methods to integrate these developments into the firm at large. Additionally, this role will frequently generate reports to examine various data inquiries made by the larger HR team.

Overall

The role is designed for a highly organised, detail-oriented individual who is passionate about creating an inclusive workplace. The person in the role will love multitasking, taking on a challenge and possess a growth mindset in approaching their role.

Summary of role and responsibilities

• Administrative Support: deliver comprehensive administrative assistance for summer clerk and graduate programs
• Onboarding Management: assist with the coordination and execution of induction processes for new joiners, ensuring a seamless integration into the company
• Interview Coordination: organise and schedule interviews as part of the recruitment process for new talent
• HR Department Assistance: offer wide administrative help across the HR department, including research and implementation of industry trends and legal changes
• Data Analysis and Reporting: create reports to address data inquiries and provide insights for the HR team's decision-making. Manage month end discrepancy reporting, ensuring accuracy of our data. Flagging issues with dataset with HRM's as appropriate
• Take an active role in the firm's various employee network groups including the social committee and inclusion committees by providing administrative and coordination support. This includes leading and planning internal office events where logistic support is required

On boarding and Off boarding

• Email information to new starters, collect forms, preparing welcome pack for new staff
• Maintaining Peoplesoft with all people related data updating and reporting requirements
• Liaise with IT Trainer to create induction schedule
• Weekly email to staff regarding new joiners and visitors
• Proactive management of probation periods for all new starters and liaising with HRMs regarding midway point weeks and preparing confirmation of end of probation letter
• Supporting HRMs with departures (updating PeopleSoft, preparing exit documentation, obtaining final payment details with payroll provider, scheduling exit interviews, ensuring departing employee adheres to leavers protocol)
• Preparing offer letters and access to Collaborate
• Organising background checks, flagging issues with turnaround times or flags in reports
• Payroll support – providing checks, helping run reports and assisting as needed
• HR contact for Sydney paralegals & paralegal coordinator (recruitment, offer letters, on and off boarding etc)

Recruitment

• General support for Grad recruitment
• Induction and onboarding
• Updating PS – rotations etc
• Attend careers fairs, assist liaise with university contact for various in person events
• Involved in other Support interviews as needed
• Assistance with interview coordination
• Submit RPC requests as needed
• Lodging pre-employment checks

Training

• First level contact for training queries and escalating to HRM when required. Can be viewed as expert for training and development queries and support execution of A&O Shearman Business School and Support Academy training programs
• Annual CPD review for NSW
• Managing practicing certificate renewal for NSW and back up to WA
• Coordination of CLE sessions and recording these
• Law Society of NSW adhoc audits on lawyers
• Liaison point with APAC training admin team
• Support with running quarterly reports to review who is eligible for Business & Support Academy programmes – share with HRMs to discuss & once knows, updating spreadsheets / Training Events
• Managing the Training inbox and queries

Generalist HR Support

• Recruitment administrative support as required such as scheduling interviews, printing CVs and other logistical support of coordinating interviews in multiple locations
• Oversight of Australia HR inboxes: general enquiries, recruitment
• Coordinate and administer parental leave process, including issue of letters, Centrelink payments and return to work escalating applications to the HR Officer, as necessary
• Template management of HR precedent documents
• Coordinate with finance to process invoices
• Liaising with Business Services for all office moves, floor plan queries, allocation of phones (working with IT) (Sydney office only)
• Supporting HRMs with any associated administration or research requests that come through and on ad hoc global projects required
• Support HRMs with the production of standard letters, contextualising letters as appropriate for HRM review prior to distribution
• Assist with diversity and inclusion events
• Ensure website / GPP is always up to date
• Providing support on global mobility activities
• Liaison point with Finance for PeopleSoft changes. Ensuring any errors in data set are corrected and where appropriate include central finance to ensure any backdated changes are managed correctly
• Talent discussions - Running quarterly reports, creating slide deck for HRMs, typing up note summaries as required
• Annual remuneration review – provides support in preparing partner information packs, attending moderation meetings to capture outcomes of discussions and general coordination assistance during process
• Promotions – prepares reports to capture potential promotes during annual cycle, interview coordination where appropriate, production of promotion letters and ensuring signed letters are returned and filed, updates to PeopleSoft
• Inclusion activities – for example manage Mandarin training for staff
• Health & Wellbeing – coordinate flu vacs & skin checks. Participation in the coordination of wellbeing month as appropriate
• Vevo checks – quarterly visa checks and updates/flags when any issues in reports

Key Requirements

• High level of attention to detail
• Organised and able to prioritise with autonomy – great communicator who will keep the team across where they are up to
• Excellent administration skills, keyboard and software proficiency
• Excellent written and verbal communication skills
• Calm, unflappable demeanor
• Proficiency in interpreting data and delivering actionable insights in response to inquiries.
• Proactive – happy to take on a task and be responsible for delivering a good outcome
• Approachable to all team members, partners and staff. This role is our first point of contact to the business so must be adept at building good rapport, making others feel at ease and being highly responsive to a range of queries

Equal Employment Opportunity

A&O Shearman are committed to supporting a culture that drives inclusion. Every day, we're working hard to create an environment where everyone feels that they can bring their authentic selves to work. To be comfortable and confident to be who they are in the workplace. To feel like they belong.

Wd Reporting: create reports to address data inquiries and provide insights for the HR team's decision-making. Manage month end discrepancy reporting, ensuring accuracy of our data. Flagging issues with dataset with HRM's as appropriate

• Take an active role in the firm's various employee network groups including the social committee and inclusion committees by providing administrative and coordination support. This includes leading and planning internal office events where logistic support is requirede welcome applications from people of all ages, genders, sexual orientation, cultural backgrounds, family or caring responsibilities, and people living with a disability. If you need any support to fully participate in the application process, please contact Australian Recruitment for guidance.