Early Careers Recruitment Assistant

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.
Make necessary adjustments for candidates as required
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 promote events
Organise and assist with diversity events, particularly those with Rare Recruitment, Aspiring Solicitors, MyPlus Consulting and Social Mobility Foundation.
Organise insight days with high achieving students at our target universities
Introduction to Law Workshop (alongside other assistants)
Manage spreadsheet of students and their contacts
Responsible for designing programme of events and finding supervisors
Book presentations and speakers
Liaise with the partner contacts and supervisors regarding placements
Ensure all 14-18 year old participants receive the relevant risk assessment
Prepare security passes
Send out joining instructions to participants
Run at least one of the two-day sessions per year
Ensure all students sign the confidentiality agreement and bring their passport on the first day
First Year Workshops
Organise the recruitment process for first year workshops, including advertising, selection and coordination with candidates
Arrange workshops/briefings/presentations to ensure we present a well-rounded view of the firm during the workshops
Organise seat allocation for first year workshops
Assist with organisation of hotels and the evening event on each workshop and attend this event
Send out all joining instructions to participants, compile induction packs and produce an evaluation of feedback at the end of the workshops
Organise follow up event with first year workshop attendees
Future Joiners
Be the main point of contact for all future joiner queries and respond in a timely manner
Keep the Future Joiner data room and HR personnel files up to date following vacation schemes and offer acceptances
Initiate and manage the pre-employment screening of trainees 3 months before they join
Flag all future joiners requiring visas to the international mobility team in a timely manner
Communicate to BPP the HSF Kramer cohorts and ensure they are made aware of all cohort changes
Pay future joiner maintenance grants and SQE and PGDL fees as well as managing the discretionary grant budget
Arrange PGDL/SQE reimbursements and pro-rated maintenance grants where necessary following TC offers from each vacation scheme
Maintain the Future Joiner Payment spreadsheets
Organise future joiner events including a Future Joiner Quiz in April and a Summer Party in July
Diversity
Assist EC Advisers in implementing any reasonable adjustment requests from candidates attending interviews and vacation schemes
Assist EC Advisers with reviewing applications for the Roger Leyland Scholarship
Organise interviews for the Roger Leyland Scholarship and ensure the scholars are paid each year
For all future joiners, ensure they have been offered the opportunity to have a mentor/buddy at the firm
Help conduct first round telephone interviews for the India Internship.
Organise the final interviews and candidate travel and accommodati