Early Careers Recruitment Assistant

Location: 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.

Herbert Smith Freehills Kramer: Your goals. Our ambition

The Opportunity

Key Responsibilities

Vacation Schemes

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.

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 promo