Human Resources Assistant

Who are we?

Bird & Bird is a highly respected global law firm serving clients whose businesses are being transformed by technology and the digital world.  But that’s only part of the story.  We’ve built our international reputation not only on the delivery of exceptional legal expertise, but also on our ability to think beyond the details of law to meet our clients' needs.  We have over 1,700 lawyers worldwide working as a single, cohesive team across offices in Europe, the Middle East and Asia-Pacific. In other parts of the world, we work with a network of trusted firms, giving us genuine global reach.

The firm offers excellent prospects for progression and our culture provides all our people with world-class support to achieve their ambitions and goals.

Our promise to you to you

Bird & Bird is committed to maintaining an inclusive work environment. It is the policy of Bird & Bird to consider all candidates fairly, regardless of race, sex, sexual orientation, religion or belief, pregnancy and maternity, marriage and civil partnership, gender reassignment, age or disability. We support an agile working environment and are happy to discuss flexible working. 

The Opportunity

An exciting opportunity has arisen for a part-time Human Resources Assistant to join our Sydney office. Working closely with the HR Manager and Senior HR Advisor, the successful candidate will provide administrative and operational support across a broad range of HR activities and initiatives, helping to ensure the smooth and efficient delivery of HR services across the business.

Ideal for a university student or recent graduate with a Bachelor's degree or Diploma in Human Resources or a related discipline, this role offers an excellent opportunity to gain hands-on experience in a professional services environment and build a rewarding career in HR.

The core hours for this role are 9:00am to 5:30pm, with some flexibility required from time to time, noting this is a part-time position.

Duties and responsibilities 

General

• Respond to HRIS data change requests received through the HR inbox and process updates in the system in consultation with the HR team.

• Maintain and update HR records as required, and conduct regular audits of HRIS data to ensure accuracy and data integrity.

• Prepare first drafts of key HR documents, including employment contracts, policies, letters and presentations. This includes drafting firm-wide HR communications such as updates, announcements and event communications.

• Preparation of weekly morning tea minutes.

• Liaise with employees and respond to day-to-day HR enquiries and administrative requests.

• Contribute to global, regional and local HR team projects.

• Process invoices for payment through Onventis.

• Order collateral and merchandise for HR events.

• Assist with the administration of the Legal Services Award, including coordinating communications, preparing presentations, and supporting reconciliation activities.

• Work closely with the HR team to source and coordinate training programs, and assist with the administration of the firm's Continuing Professional Development (CPD) calendar.

• Assist in the coordination of recurring annual HR processes, including practising certificate renewals, purchased leave and Employer of Choice award submissions.

• Assist with leave reconciliation and monthly payroll in consultation with the HR team.

• Prepare regular HR metrics reports, including headcount, turnover, leave and absenteeism data, to support workforce planning and informed decision-making in collaboration with the HR team.

• Assist the HR team with compliance across workplace obligations.

Performance

• Support the HR team with the annual appraisal process, including supporting the delivery of internal training, updating the HRIS system, and providing assistance to partners and managers throughout the process.

• Assist with mid-year review processes.

• Schedule in probation meetings and draft associated letters.

Recruitment & Onboarding

• Support end-to-end recruitment activities, including scheduling interviews, conducting screening calls, and arranging employment reference checks and background screening as required.

• Assist with employee onboarding, including communicating with new starters, collecting required documentation, and creating employee profiles within our HRIS, SuccessFactors.

• Coordinate employee induction sessions and ensure onboarding and induction materials are maintained and kept up to date.

• Conduct 1 and 3 month check-ins for new starters.

Summer Clerkship and Graduate Programmes

• Coordinate the planning and scheduling of the Summer Clerkship and Graduate Programmes in collaboration with the HR team.

• Develop recruitment marketing materials for the Summer Clerkship campaign in collaboration with the Marketing team, including brochures, banners, digital content and website updates.

• Build and maintain relationships with universities and student organisations to support the firm's early careers initiatives.

• Manage summer clerkship applications and candidate communications.

• Conduct regular check-ins with Summer Clerks and Graduates, providing ongoing support and serving as a key point of contact throughout their programmes.

• Collate and analyse survey feedback from both programmes, identifying themes and proposing process improvements accordingly.

Wellbeing & Benefits

• Coordinate and support the delivery of wellbeing initiatives, including skin checks, ergonomic assessments, and first aid and mental health first aid programmes.

• Assist in identifying and implementing opportunities to enhance the firm's employee benefits offering.

Skills & Attributes

• Currently studying, or recently completed, a Bachelor's degree or Diploma in Human Resources or a related discipline.

• General understanding of Australian employment legislation, including Fair Work requirements, WHS obligations and the Legal Services Award.

• Basic understanding of workplace privacy and confidentiality requirements.

• Exposure to HRIS platforms, or a willingness to learn HR systems (SuccessFactors experience is desirable).

• Proficiency in the Microsoft Office Suite, particularly Word, Excel, PowerPoint, Forms.

• Ability to build effective working relationships with stakeholders across a range of backgrounds and levels of seniority.

• Strong written and verbal communication skills, with the ability to prepare professional correspondence and documentation.

• Excellent organisational and time management skills.

• Strong attention to detail, with a high level of accuracy in data entry, record keeping and administrative tasks.

• Ability to exercise discretion and sensitivity around confidential information.

• Strong interpersonal skills and a collaborative approach to working with others.

• Proactive, adaptable and willing to take initiative.

• Committed to delivering a high standard of customer service and support to internal stakeholders.

What will we offer you?

Company Culture

As an international commercial law firm, we encourage open communication and transparency, especially important as we are open plan allowing easy access to our senior leaders. We have many internal initiatives to support our warm culture.

Whether it’s hearing about firm updates during our regular whole-of-office morning tea celebrations, or catching up with colleagues during our monthly social drinks, team lunches, and other social events - we are a collaborative office. Whether you’re a classical musician, yoga practitioner, avid reader, crafty, ocean swimmer or keen team sportsperson, we support many activities here. You will also be a part of a wider international Bird & Bird network with active involvement in regional Asia-Pacific and international initiatives.

Health & Well-being

We care about our people. We provide many health and well being benefits such as ergonomic assessments, flu shots, well-being seminars and a fantastic EAP service with a digital support platform "The Resilience Box" providing tips, tools and strategies for mental, physical and financial well-being. We also have very successful lunchtime sporting teams as well as after work yoga classes and a swimming group with our own designer twobirds "Budgie Smugglers"!

Personal and Professional Development

All new starters receive extensive induction training. As your career develops, we ensure you are continuously upskilled with formal and informal programmes.

Corporate Social Responsibility - We encourage our team to be actively involved in our Corporate Social Responsibility Initiatives and committees:

·         Diversity and Inclusion Committee;

·         Pro Bono and Volunteering Committee;

·         Social Committee;

·         Environment and Sustainability Committee;

·         Fundraising Initiatives.

We offer a competitive package, a friendly, flexible supportive culture, excellent modern offices in the CBD and great exposure to the firm and its clients globally. 

If this sounds like the right opportunity for you, please apply directly via seek. We are interested in hearing from applicants directly, please no recruitment agencies. For more information on the firm please visit our website www.twobirds.com

This job description is not exhaustive, and the job holder may be required to undertake additional duties from time to time to ensure the smooth running of the operation.

This role is open to Australian residents, or those who hold a current visa providing the ongoing right to work in Australia along with strong English skills (both spoken and written). Successful candidates may be required to complete all necessary employment screening checks, in line with the Australian Standard 4811:2022 as part of our recruitment and onboarding process.

We are a disability, neurodiversity and mental health inclusive employer and want to ensure that candidates have a barrier-free recruitment experience. If you need adjustments for any of your interviews or assessments, please email us for confidential advice.