HR Coordinator (Fee Earners)

  • Bryan Cave Leighton Paisner LLP
  • London, UK
  • Apr 14, 2022
HR Officer Human Resources

Job Description

To assist with the day-to-day administration processes, including, exit interviews, family leave, flexible working requests, secondments, sabbaticals and grievances etc. for all Associates and Partners.
To assist with administration on cyclical process such as NQ handovers, promotions (Associates and Partners), salary and bonus reviews.
To oversee and support the HR Assistant on a day-to-day basis with starter and leaver processes, and general administrative queries.
To work closely with and support the HR Advisor and HR Business Partners.

Reporting/Data Management
  • To update the firm’s IT systems with changes.
  • Maintain structure charts, starters and leavers reports, Master Working Document and PeopleSoft on a timely basis e.g. weekly, monthly, annually, and other management reports/information as requested.
  • To ensure personnel files are created in a consistent manner and that files are kept orderly, up-to-date and are easily accessible.
  • Check work permit and visa requirements are fully complied with, diarising renewal dates and taking appropriate action.
  • Ensure payroll reports are updated and authorised by the monthly deadline

Absence Management and Welfare
  • Flag absences and sickness levels to BPs.
  • Produce file notes/letters on unpaid sickness each month.
  • Liaise with payroll on sickness deductions.
  • Attend some meetings with BPs, where appropriate. Understand the internal and external sources of support available to staff.
  • Deal with welfare queries from staff, referring up as appropriate.
  • Submitting requests for occupational health assessments for employees and then working with the relevant BP to put into place any adjustments
Payroll
  • Processing the monthly payroll and ensure all payroll information is accurate and notified in a timely manner.
  • Work closely with the payroll teams

Reward & Benefits
  • Assist with the collation of salary review packs for partners.
  • Respond to basic queries on the salary review process.
  • Accurately input salary data into PeopleSoft database.
  • Ensure basic understanding of benefits available.
  • Respond to benefit queries or pass to the Reward team as necessary.
  • Monitor dates to issue long service awards.

Performance and Career Development
  • Monitor and maintain the timely and accurate completion of appraisal forms appropriately.
  • File review forms.
  • Provide information to legal staff on the process as requested.
  • Attend some performance management meetings with BPs and take notes.
 

Family Leave (Paternity, Maternity and Shared Parental Leave)
  • Once notified of a pregnancy submit a referral for occupational health pregnancy risk assessment and book a meeting to discuss our paternity/maternity/SPL policy, benefits available to them etc.
  • Drafting letters confirming their maternity arrangements and return from leave arrangements
    Update PeopleSoft, payroll, maternity files promptly
  • Keeping in touch with important updates whilst people are on leave
  • Advise on general queries in relation to statutory rights, pay etc.
Secondments
  • Once all details of a secondment are confirmed by the Seconding Partner or HR Advisor/HR Business Partner, client and secondee letters are to be prepared
  • Liaising with F&A, Marketing and other teams to ensure everything is in place for the secondment to begin
  • Updating PeopleSoft, weekly reports and charts
  • Work closely with the HR Advisor/HR Business Partner to draft any extension paperwork where needed, and consequently updating systems, charts etc. in line with the new end date

Sabbaticals
  • Once a sabbatical has been approved, compose letter confirming relevant details
  • Liaising with Reward on any changes to benefits and updating payroll accordingly
  • Updating PeopleSoft, weekly reports and charts
  • Keeping in touch with the leaver on important firm updates
  • Arrangement their return from sabbatical leave

Flexible Working
  • Arranging meetings to review the employee’s application
  • Drafting an outcome letter for the fee-earner to inform them of approval or rejection of their request
  • Calculating new salary and holiday entitlement based on the new FTE and updating payroll, the systems and charts etc. promptly

Policies and Procedures
  • To develop a good understanding of HR processes and procedures.
  • Keep up to date with employment law and firm policy/procedures.
  • Respond to simple policy queries on employment law and firm policy/procedures to clients or refer more complex queries up.
  • To understand the strategic objectives of the firm and the HR department.
  • Respond to requests for information from other law firms.
  • Actively participate in HR team meetings and away days.
  • Suggest ideas for the improvement of HR services and processes.