Talent Acquisition Assistant (Maternity Leave Cover)

Arthur J. Gallagher · London

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If you require this document in an accessible format (e.g. large print), please contact hr.recruitment@shlegal.com.

We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitions firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

The HR and L&D function comprises of 40 people globally and is responsible for the management of all matters concerning the employment and development of our people. This involves guiding and supporting partners, managers, and all employees alike, as well as supporting the creation of an inclusive and diverse environment, enabling our people to thrive. This includes:

• Implementing our people and talent strategy in line with business objectives
• Resourcing, talent and career management
• Reward (financial and non-financial) strategy
• Policy, procedures setting and the practical application of these across the business.

As a key member of the HR team, this role will support the Talent Acquisition team in delivering an excellent, proactive and professional recruitment service to the firm. This will include supporting the implementation of the firm's new direct sourcing strategy through online advertising and social media as well as effective recruitment administration. It will also involve working very closely with the wider HR team and developing relationships with partners and colleagues across the business.

Key responsibilities:
Recruitment administration management:

• Own and manage a variety of recruitment related administrative tasks (including diary management, arranging interviews, booking meetings, arranging events or travel, administer candidate tests and produce packs as necessary etc.)
• Proactively liaise directly (by phone and email) with candidates, agencies, hiring managers of all levels, partners, executive assistants ("EAs"), reception and IT in arranging candidate interviews or video conferences whilst adhering to service level agreed turnaround times.
• Manage the rescheduling of interviews in accordance with service level agreed turnaround times.
• Manage the sending and tracking of agency terms of business.
• Manage the drafting and signing of candidate offer paperwork.
• Contribute to maintaining the integrity of the recruitment database with updating candidate statuses and feedback.
• Adhere to GDPR requirements and maintain the storage of candidate data across all of the firm's systems in line with the firm's data retention policy.
• Assist the talent acquisition team with secretarial duties, including PowerPoint presentations, Excel tables, inputting text and graphics in house style
• Produce the team’s monthly management report information using Excel and the recruitment system.
• Manage the recruitment calendar and recruitment inbox
• Screening of speculative CV applications
• Managing the posting of job adverts as appropriate (both internally and externally)
• Complete expense reclaim forms in a timely and accurate manner
• Process invoices; assist with budget management
• Produce Visio diagram to support process mapping and contribute to know-how
• Keep regular communications and other departmental information up to date – e.g. on intranet and relevant internet pages; guides and other marketing materials

Candidate research:

• Supporting the Talent Acquisition Team in sourcing, selecting and screening candidates using all appropriate methods to meet the brief provided
• Build candidate market maps using desktop research
• Build and maintain talent pools of candidates on the ATS and LinkedIn

We are happy to discuss flexible working and will facilitate it where possible.

Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely. We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process.

•  Relevant experience in a HR or recruitment role
• Experience of candidate research and identifying suitable matches using various methods to include social media or job boards
• Ability to manage competing deadlines from multiple stakeholders
• Experience of managing a high and changeable workload
• Strong time management and administration skills
• Strong IT skills in Word, PowerPoint, Excel
• Numerate and able to create, interpret and to generate reports and spreadsheets
• Proven excellent attention to detail
• View self as part of a professional team and as such responsible for delivering excellent service. Work proactively seeking to help and support colleagues
• Possess the ability to respond positively and promptly to requests at all times using initiative to seek solutions to problems
• Able to handle sensitive situations and information confidentially and discreetly
• Service focused attitude, with an approachable and professional manner
• Confident and clear communication (verbal and written) with people at all levels of the business hierarchy
• Proactive with a "can do" attitude, and able to deliver results to a consistently high standard
• Skilled at completing routine administration with high degree of accuracy and reliability
• Prioritise workload in a methodical and organised manner based on deadline
• Able to remain calm under pressure

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm's strategy and business needs.

With 8 offices worldwide and with our headquarters based in London, Stephenson Harwood is a law firm where our people are committed to achieving the goals of our clients - listed and private companies, institutions, and individuals across the globe. Our mix of expertise and culture results in a combination of deep local insight and the capability to provide a seamless international service.

Our experience encompasses corporate, commercial litigation and arbitration, employment, pensions and private wealth, finance, marine and international trade, and real estate and projects.

We assemble teams of bright thinkers to match our clients' needs and give the right advice from the right person at the right time. Dedicating the highest calibre of legal talent to overcome the most complex issues, we deliver pragmatic, expert advice that is set squarely in the real world.

We understand the power of diversity in delivering that high calibre advice to our clients. We want to attract diverse talent and we particularly encourage applications from underrepresented demographics.

Our values:

Individuality - We encourage creativity and develop talent

Commitment - To be the best and deliver the highest standard

Teamwork - We work together to build close, long-term relationships

Straight talking - We say what we mean and do what we say

These values express the personality of the individuals within our firm. They are the behaviours we encourage in our people and the standards which inform our decisions and actions.

Our vision into 2026

To be a successful firm where talented people work together in an entrepreneurial environment, building long term client relationships.

This vision is about who we want to be, as well as who we are. It is as much about our values as about our character – the attributes we want to see from all of our people. It also reflects the importance of remaining independent - a clear sign that we are confident in our own future. That's how we unlock our entrepreneurial spirit, advising our clients with top performing teams.

A key part of the 2026 strategy is to focus on five core sectors: decarbonisation, life sciences, private capital & funds, technology, and transportation & trade. These have been identified as crucial in the drive for accelerated profitable growth.

The HR and L&D function comprises of 40 people globally and is responsible for the management of all matters concerning the employment and development of our people. This involves guiding and supporting partners, managers, and all employees alike, as well as supporting the creation of an inclusive and diverse environment, enabling our people to thrive. This includes:

• Implementing our people and talent strategy in line with business objectives
• Resourcing, talent and career management
• Reward (financial and non-financial) strategy
• Policy, procedures setting and the practical application of these across the business.

As a key member of the HR team, this role will support the Talent Acquisition team in delivering an excellent, proactive and professional recruitment service to the firm. This will include supporting the implementation of the firm's new direct sourcing strategy through online advertising and social media as well as effective recruitment administration. It will also involve working very closely with the wider HR team and developing relationships with partners and colleagues across the business.

Key responsibilities:
Recruitment administration management:

• Own and manage a variety of recruitment related administrative tasks (including diary management, arranging interviews, booking meetings, arranging events or travel, administer candidate tests and produce packs as necessary etc.)
• Proactively liaise directly (by phone and email) with candidates, agencies, hiring managers of all levels, partners, executive assistants ("EAs"), reception and IT in arranging candidate interviews or video conferences whilst adhering to service level agreed turnaround times.
• Manage the rescheduling of interviews in accordance with service level agreed turnaround times.
• Manage the sending and tracking of agency terms of business.
• Manage the drafting and signing of candidate offer paperwork.
• Contribute to maintaining the integrity of the recruitment database with updating candidate statuses and feedback.
• Adhere to GDPR requirements and maintain the storage of candidate data across all of the firm's systems in line with the firm's data retention policy.
• Assist the talent acquisition team with secretarial duties, including PowerPoint presentations, Excel tables, inputting text and graphics in house style
• Produce the team’s monthly management report information using Excel and the recruitment system.
• Manage the recruitment calendar and recruitment inbox
• Screening of speculative CV applications
• Managing the posting of job adverts as appropriate (both internally and externally)
• Complete expense reclaim forms in a timely and accurate manner
• Process invoices; assist with budget management
• Produce Visio diagram to support process mapping and contribute to know-how
• Keep regular communications and other departmental information up to date – e.g. on intranet and relevant internet pages; guides and other marketing materials

Candidate research:

• Supporting the Talent Acquisition Team in sourcing, selecting and screening candidates using all appropriate methods to meet the brief provided
• Build candidate market maps using desktop research
• Build and maintain talent pools of candidates on the ATS and LinkedIn

We are happy to discuss flexible working and will facilitate it where possible.

Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely. We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process.

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