HR Adviser

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Job Title

HR Adviser – Legal Advisory

Department

People

Office

London

Reports To

HR Manager – Legal Advisory

Working Hours

35 hours per week, 9:30am to 5:30pm but additional hours may be required. Our approach to hybrid working allows for up to 40% of time working from home and 60% working in the office. We are happy to consider agile and flexible working patterns, please contact a member of the recruitment team to discuss further.

Firm Description

Hogan Lovells is one of the leading global law firms. Our distinctive market position is founded on our exceptional breadth of our practice, on deep industry knowledge, and on our ‘one team’ global approach. Formed through the combination of two top international law firms, Hogan Lovells has over 40 offices in the Americas, Asia-Pacific, Europe, the Middle East and Africa. With a presence in the world’s major financial and commercial markets, we are well placed to provide excellent business-oriented advice to our clients locally and internationally. Our people are the key to our success, which is why we seek to recruit and retain the most talented individuals in all regions of our global practice.

Department Description

The People Team aims to support the firm in achieving its business objectives by providing guidance and support on all matters relating to the management of our people. The department has responsibility for all partners and staff in the London office and employees seconded to clients and international offices. We also act in an advisory capacity for the global firm. The department’s role encompasses formulation and management of policies, employee relations, management skills and the provision of an overall HR generalist service. 

The HR Adviser will support the HR Managers and Senior Adviser in the legal advisory team and will hold core task responsibilities and ensure the provision of a professional and high quality HR service. 

Role Overview

You will be a key member of the People team providing dedicated HR generalist support to the firm in both the legal practices and secretarial population. There is a People Administration team who provide administrative support.

Key Responsibilities / Accountabilities

HR Policy and Advice

• Have a full understanding of the firm’s policies and processes.
• Providing advice and support on a range of HR issues including terms and conditions of employment, family friendly policies, appraisal process, long term sick issues and other absence.
• Acting as an escalation point for the PeopleAdmin team.

Secondments (International and Client)

• Support the HR Managers and Senior HR Adviser with the secondment approval process, liaising with Partners and working with other Business Teams to collate all information required and process all secondment actions via the secondment portal.
• Drafting and reviewing secondment documentation.
• Monitoring the secondment administration undertaken by the PeopleAdmin team.
• Support the HR Managers, Senior HR Adviser and Head of Global Mobility with international secondment logistics: to include liaising with partners, third party service providers; right to work documentation checks, accommodation and facilitating payment of allowances and invoices as required.
• Assisting with work permit and visa administration as required, liaising with the Head of Global Mobility and the firm’s external immigration advisers as appropriate.
• Support the Senior HR Adviser with the African secondment program, liaising with secondees, booking flights and accommodation as needed, co-ordinating and delivering the induction and working with PeopleAdmin to prepare induction packs and other paperwork as directed.
• Support the Senior HR Adviser with the German referenda program, co-ordinating visas the firm’s external immigration advisers and arranging logistics as required.

Employee Lifecycle

• Monitoring recruitment and new joiner administration and co-ordinating with the Recruitment team and PeopleAdmin as required.
• Ensuring on boarding checks and processes are completed in line with the firm’s standard policies and procedures. 
• In conjunction with the Recruitment team undertaking interviews as required.
• Monitoring probationary periods and liaising with the appropriate partners and managers for feedback. Managing probation extensions and advising managers/partners throughout the process.
• Conducting exit interviews and advising on issues to be followed up.
• New joiner inductions – to include responsibility for updating and maintaining the HR induction slides, delivering the weekly HR induction presentation and conducting right to work checks as required.
• Biannual NQ induction – to include preparing the timetables, liaising with internal speakers, delivery of the HR induction presentation and co-ordination on the day as required. Assisting in managing the transition from a Trainee to an Associate.
• Monitoring absence levels from weekly absence reports and notifying the relevant managers of any issues and taking forward any actions required.
• Liaising with PeopleAdmin to produce any OSP letters and any other absence related administration as directed by the HR Manager/Senior HR Adviser.
• Work closely with Occupational Health and assist the HR Managers and Senior HR Adviser with managing long term sickness and GIP claims.
• Acting as a point of contact for employees on family leave, managing holiday entitlement and assisting with return to work plans.
• Agile working requests – liaise with individuals and Partners/Managers regarding requests received, arrange agile working meetings, provide HR support to Partners/Managers at the meetings as required with support from HR Managers/Senior HR Adviser as needed, note taking at meetings and drafting outcome letters.

Employee Relations

• Supporting the HR Managers and Senior HR Adviser with employee relations issues as required, including note taking at meetings and other related administration.

Reporting

• Managing the people movement report which incorporates the analysis of leaver data.
• Reviewing the monthly PeopleAdmin report ensuring all probation and trial period reminders are actioned, flagging any other actions required to the relevant HR Manager and follow up as directed.
• Maintaining and updating group spreadsheets, matrices and organisational charts and other regular and ad hoc spreadsheet updates as directed by the relevant HR Managers/Senior HR Adviser.
• Track people movements, to include leavers, joiners, family leave and secondments, flagging to the relevant HR Manager any actions required.
• Run and maintain the monthly secretarial headcount report and other ad hoc headcount reporting as requested.
• Support the HR Managers and Senior HR Adviser in producing the quarterly headcount and movement analysis summary, liaising with the HRIS reporting team and PeopleAdmin as required.
• Run and review holiday reports and update HR Managers and Partners/Managers, flagging any cases of concern.

Reward

• Assisting with the salary and bonus review. Provide administrative support as directed by HR Managers and Senior HR Adviser, to include booking meetings, preparing paperwork, maintaining spreadsheets, note taking at meetings and other ad hoc tasks as required.

Other

• Annual survey submissions, collating all information and preparing the submissions with support from the HR Managers and Senior HR Adviser.
• Support the annual practising certificate renewals, to include collation of all data from the UK and other international offices as required, supporting the HR Operations Manager and Senior HR Adviser with checks and submission.
• Provide support for other cyclical and ad hoc processes and projects as appropriate.
• Any other ad hoc support as required.

All members of the firm participate in our Responsible Business programme requiring 25 hours annually to be spent supporting the firm’s RB projects.

Specific duties or responsibilities may be reviewed from time to time to reflect changes in personnel and management structure, staff location or services.

Person Specification

Skills & Experience

Essential

• Commerciality; must be focused on high quality service to benefit the business;
• Sound working knowledge of employment law and supporting employee relations issues, in particular note taking at meetings;
• Knowledge and ability to provide sound advice to the business;
• Sound analytical and numerical skills;
• Excellent all round IT skills, in particular Word and Excel (highly proficient with spreadsheets).
• Presentation delivery skills.

Desired

• Experience of v-look ups and pivot tables.

Qualifications & Training

Essential

• Previous HR experience within a similar role.

Desired

• Previous professional services experience;
• Experience of using HR database systems.

General Attributes

Essential

• Excellent accuracy and attention to detail;
• Good interpersonal skills;
• Ability to organise and prioritise own workload;
• Flexibility;
• Tact and discretion;
• Ability to communicate at all levels and use initiative;
• Be proactive;
• Resilience;
• Team player.

Desired

• Graduate CIPD or working towards CIPD qualification.

Agile Working Statement

Our goal is to embed flexibility across our business by giving everyone the opportunity to work in an agile way, whether as a regular pattern or on an ad hoc basis, and we will be happy to discuss this further.

Equal Opportunities Employment Statement

It is the policy of Hogan Lovells to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of age, disability, ethnic origin, gender identity, religion, sex or sexual orientation.

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