The opportunity

The Graduate Recruitment Administrative Assistant will be required to assist the Graduate Recruitment Assistants, Advisers and Manager in a variety of areas. They must be prepared to get involved in all areas of the recruitment cycle and be able to work effectively at all levels, from peers to Partners. 

Vacation Scheme Applications

  • Assisting with the management of all vacation scheme applications on the applicant tracking system (Kenexa), including monitoring and processing online testing
  • Ensuring accurate recording on Kenexa of Assessment Centres and vacation scheme feedback 
  • Updating and tracking candidates on the Ones to Look Out For list
  • Managing the database and vacation scheme tracker, ensuring accurate reports can be compiled
  • Assessment Centres (ACs)

  • Responsibility for booking partners and senior associates for Assessment Centres in a timely manner
  • Compiling daily AC packs and ensuring the assessors and candidates have all relevant materials 
  • Coordinating AC timetables on the SOVA platform
  • Arranging trainees for the office tours 
  • Ensuring the candidate and assessor rooms are set up prior to each AC
  • Arranging AC rooms, lunches and equipment
  • Assisting with the running of ACs as required
  • Collation of student packs and ensuring all feedback is collected for each student
  • Responsibility for ensuring all AC materials are in order
  • Producing offer and reject letters as required
  • Responsible for expensing all travel receipts 
  • Preparation for Vacation Schemes

  • Booking rooms for presentations and workshops and confirming the catering for each event
  • Organisation of the networks fair and booking external social events
  • Collation of all student joiner forms and photos and recording and updating all vacation scheme details on a spreadsheet
  • Preparation of the Programme of Events and photo booklet
  • Arranging for students’ details to be uploaded onto HR.Net
  • Setting up IT log-in details
  • Preparation of security passes
  • Arranging first day and departure feedback sessions
  • Compilation of materials required for vacation scheme students 
  • During and post-vacation schemes

  • Collecting and photocopying students’ passports
  • Checking rooms, refreshments and equipment for presentations/workshops each day
  • Sending invitations to students for all presentations/workshops
  • Managing invitations and the list of attendees for events and organising name badges
  • Acting as an ambassador for the firm with students during events
  • Collation of supervisor evaluation forms and ensuring packs are finalised for the partner wash up meeting 
  • Booking rooms and confirming Partner coffees in a timely manner
  • Updating students’ individual hard copy and soft copy folders throughout the schemes
  • Responding to ad-hoc queries from students 
  • Production of offer and rejection letters and emails, following the completion of the schemes 
  • Organising post-scheme dinners for partners and students holding offers 
  • University Liaison

  • Attending GR events such as law fairs 
  • Preparing badges and packs for campus events and ensuring the representatives have the required materials 
  • Monitoring the online sign-up system (Integrate) and adding events to this system when needed
  • Assisting with finding representatives for events when needed
  • Coordinating couriers to send documents and collateral to campus events 
  • Booking venues for events and managing the logistics of the bookings such as catering and accommodation for reps 
  • General Administration

  • Answering phones, taking messages, dealing with queries where possible (including replying to ad-hoc letters and emails)
  • Raising invoices and cheques in a timely manner
  • Providing feedback where relevant regarding any improvements to processes
  • Managing the graduate recruitment inbox 3 days a week
  • Assisting other members of the GR team during busy periods, e.g. Milkround and assessment centre season.
  • Skills, experience and qualifications

  • We would expect the successful candidate to be educated to degree level
  • A minimum of 12 months previous office experience is desirable (ideally in graduate recruitment), however would consider those with less or more experience provided the required competencies are met
  • Events organisation experience is desirable
  • Proficiency in Microsoft Office Products, in particular in Excel
  • Competencies

    Personal Leadership 

  • Positively impacts those around them, makes quality decisions and develops themselves both personally and professionally
  • Demonstrates sound knowledge in their field
  • Anticipates potential problems and identifies a range of possible solutions
  • Adapts their interpersonal style to suit different audiences in a genuine way
  • Builds Authentic Relationships

  • Takes time to get to know people beyond their role
  • Treats people with respect and in a fair and consistent way
  • Recognises when colleagues are under pressure and volunteers to assist them where possible
  • Collaborates with others 

  • Works within teams and across boundaries to share knowledge and achieve results
  • Identifies and builds relationships required to achieve the best outcomes for the firm
  • Engages people with the right skills, knowledge and expertise to provide advice and assist with tasks
  • Connects other people in the firm who have mutual interests or work objectives
  • Generously shares their time, knowledge, expertise and talent to support others’ success
  • Enhances the Client Experience

  • Creates opportunities to enhance the experience of the firm’s clients through their daily tasks
  • Behaves consistently with the firm’s values in their interactions with others
  • Conducts themselves in a way that reflects positively on the firm’s brand, both inside and outside the firm
  • Achieves Results

  • Maintains focus and drive to achieve quality outcomes
  • Focuses their time and efforts on issues that will have the greatest impact on agreed objectives
  • Anticipates responses and plans their approach accordingly
  • Looks for the most effective way to achieve outcomes
  • Maintains perspective and optimism when faced with setbacks
  • Group / Team

    Human Resources

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