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5 months ago
Salary: Competitive
Location: Bristol
Job type: Permanent
Contact: Recruitment Team
Category: HR Administrator Jobs

We are looking for an HR and L&D Administrator to join our HR team. This is a busy role and would suit someone with excellent organisational skills. Supporting the HR Manager, L&D Manager and HR Advisors, this role is essential to the smooth running of the team, providing HR and L&D administration support to the whole firm. Acting as the first point of contact for staff across the firm, and new starters joining VWV, involves handling a wide range of queries and liaising with colleagues across the business. We're looking for excellent administration skills, a great eye for detail, the ability to handle confidential information, and a strong interest in HR/L&D, combined with a professional and customer-focused approach to communication in writing, by phone and in person. This role provides an excellent grounding in a wide range of HR support tasks and an opportunity to build HR knowledge and skills.

Main Responsibilities

Provide administrative support for HR team. This will include updating the HR database; producing and checking contract paperwork; creating, maintaining and updating spreadsheets; ensuring compliance, tracking progress and producing reports.

HR administration

Act as the initial point of contact for HR queries by phone and email, passing matters to the appropriate members of the HR team.

Manage the HR Inbox, handling enquiries and liaising with HR team members on more complex matters.

Carry out compliance and SRA checks and referencing for all new starters.

Support HR Advisors with setting up new starters on HR Database and creating payroll starter records.

Support HR Advisors with changes to employee terms, including generating notification paperwork and updating HR database, holiday entitlements, bank holiday adjustments and payroll information.

Support HR Advisors with offer processes, including producing contracts and offer letters for signature.

Manage schedule of start dates in liaison with IT Trainers.

Act as point of contact for all new starter communication.

Keep all HR filing and employee records up-to-date, both electronic and paper records.

Carry out quarterly SRA checks on all staff.

Provide administrative support for lateral hire programme, scheduling all meetings and tracking progress.

Administration of probation processes, including:

  • tracking probation periods for all new starters and reminding managers about timescales
  • arranging review meetings
  • recording/chasing probation paperwork and trainee solicitor seat reviews

Support the HR Manager and HR Advisors with payroll processes.

Employee benefits administration including:

  • All administration for bus passes, Park and Ride tickets, train season ticket loans and eye tests.
  • Support HR Advisors with Childcare voucher administration.
  • Support HR Manager/Advisors with other benefits administration such as pension joining processes, healthcare membership administration and benefits queries

Support the HR Manager/HR Advisors with updating the HR intranet pages.

Support monthly payroll process, in particular SLT/bus agreements and absence reporting

Holiday/Absence administration

Record and update absence records on HR database, including daily sickness updates and other types of absence such as unpaid or compassionate leave and volunteer days. Regular chasing and logging of sickness absence forms regularly.

Flag up ongoing/recurring/unpaid absence issues to HR Advisors for follow-up.

Deal with all employee queries about holiday or absence entitlements and policies.

Support the HR Advisors in calculating and communicating part time bank holiday adjustments and deal with ongoing updates and queries.

Training administration

Schedule induction programmes for new starters including all sessions on the central  induction programme and follow-up items.

Advertise training sessions via email and keep the intranet up to date.

Administer training internally and externally as directed by the Learning and Development Manager.

This will include:

  • making external bookings
  • booking internal courses
  • arranging and tracking payments
  • logging training records
  • administering all training evaluation processes
  • creating delegate lists
  • producing training documentation and materials
  • sending internal training invitations
  • logging training sponsorship agreements

Support the L&D Manager with updating the training intranet pages.

Support the IT Trainers with induction training for vacation scheme students.

General administration

Manage travel and accommodation bookings for new starter inductions.

Use Condeco system to book rooms for the HR team, including training sessions. Liaise with the Business Centre to ensure equipment is booked and prepared including training slides, VC or conference facilities.

Prepare meeting agendas and take minutes of meetings where required.

Administer booking schedules for Central Resource Secretary and Business Administration Apprentice.

Other administrative tasks to support the HR team as necessary.

Team support          

Provide cover for the Recruitment Administration role when necessary.

The Ideal Candidate

Administrative experience, preferably within an HR team.  

Essential skills include organisation, efficiency, accuracy, attention to detail, team working and interpersonal skills. Requires the ability to work with confidential data, with a good understanding of Data Protection regualtions. Excellent written and verbal communication skills.

Excellent IT skills are fundamental to this role, in particular advanced MS Word & Excel. Experience of HR database, preferably Cascade HR.

Preferably holding or studying a CIPD qualification.

About VWV

VWV is a full service law firm ranked as a leader in both the Chambers & Partners and Legal 500 directories. Our firm-wide core values of teamwork and collaboration, putting the client at the centre of the firm and taking a commercial approach ensure a dedicated and expert service to all of our clients. Our high standards have been recognised by the Law Society through Lexcel and their Conveyancing Quality schemes.

With over 400 members of staff across four offices in London, Watford, Bristol and Birmingham, we are a medium size national law firm with a commitment to the training and development of our employees at all levels. This can be demonstrated by our Bronze Investors in People accreditation. On top of this, we have the reputation of being a friendly firm with approachable staff in all areas of the business. 96% of our clients say they would recommend us which, we believe, is a strong indicator of our culture.

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