Allen & Overy LLP

HR Specialist - Trainees (9 month contract)

London (Central), London (Greater)
21 Apr 2021
11 May 2021
Role Classification
Other Professional
Vacancy Type
Human Resources, Generalist
Contract Type

Job description

We currently have an opportunity for an HR Specialist to join our London office on a 9 month contract to work with the HR Manager for Trainees in providing a high level of both HR operational support and HR advice to the trainee solicitors, future trainees and wider fee earning teams. The HR for Trainees team sits within the global HR function.

Role and responsibilities
Secondment Process:

  • Co-ordinating the trainee international and client secondment process.  Responsibilities include resource planning, analysing and monitoring the trainee busyness levels of London and the international offices, supervising the advertising of trainee secondments and collation of trainee feedback, giving a formal briefing and overseeing co-ordination of networking evening, reviewing applications and selecting successful trainees, advising the business and trainees on outcomes as well as liaising with the Global Mobility team to ensure a smooth transfer
  • Overseeing the trainee client secondment on-boarding process
  • Managing any incoming trainee secondments from international offices or clients,  overseeing the induction and exit interviews

Trainee Performance Development:

  • Co-ordinate the performance review process: communication of key deadlines to trainees and trainers, monitoring of completion rate and analysis of performance rating allocation across the trainee population
  • Co-ordinate, organise and lead the trainee moderation process each seat, ensuring each team and department runs a consistent process in line with policy
  • Work with the relevant trainers to identify and coach underperforming trainees, training referrals, and advising trainers on the review process and active performance development.
  • Oversee absence reporting/Bradford factor, monitoring trainee absence levels, conducting return to work or absence review meetings, as well as occupational Health referrals and liaising with the Benefits team on PHI applications
  • Provide training to first seat trainees on the performance and review process at A&O
  • Provide training to new trainers on the role of trainer and best practice

Future Trainees & Trainee Induction:

  • Manage any necessary adjustments and support for new trainees prior to induction, administering Occupational Health referrals where necessary
  • Plan and work with the Assistant on London trainee, international trainee, secondee & NQ Inductions
  • Oversee various events for future trainees whilst studying the GDL and LPC (c.100)
  • Oversee events for current trainees (c. 180) including the seat planning information evening and secondment fair twice a year

Seat Plan:

  • Co-ordinate and administer the trainee seat plan, including head count planning, analysis of seat preferences, ensuring all trainees meet Solicitors Regulation Authority (SRA) and firm requirements throughout their training contract
  • Liaising with the business including partners, other fee-earners, moves team, group managers and conflicts team regarding allocations and ensuring a smooth seat transition every 6 months
  • Monitor the seat plan for any new trainers ensuring that they attend train the trainer in a timely manner


  • Working with the Assistant and Administrators in Belfast, coordinate the production of offer letters for successful candidates and oversee any leaver administration where required
  • Oversee the SRA admissions process to ensure that all trainees are admitted on time
  • Assist with exit interviews with trainees that are leaving the firm at the end of their training contract


  • Work with the training team to ensure that all trainees, undertaking an England & Wales training contract globally, complete the required Professional Skills Course modules prior to qualification
  • Deliver presentations and training on key processes including the trainee secondment process, seat planning and  trainer training
  • Advising trainees and trainers on best practice, policies and procedures
  • Providing confidential guidance and career coaching
  • Providing HR operational service to trainees and trainers
  • Answering ad-hoc internal/external HR queries
  • Providing guidance to the HR Assistant in London and Administrators in Belfast
  • Liaising with a wide range of internal and external contacts e.g. Training Principal, Global Mobility team, BD, international and London HR teams, trainers, Supervising Partners, the SRA
  • Assisting the HR Manager with ad-hoc projects and tasks
  • Ensure that Diversity and Inclusion initiatives are imbedded into the teams working practices and trainees are involved in shaping firm wide initiatives

Key requirements

  • Proven HR experience in a professional services organisation with experience of working with a graduate population, ideally within the legal sector
  • Graduate calibre, ideally CIPD qualified or similar certification
  • Can demonstrate strong relationship building and influencing skills
  • Some experience of presenting to large groups and running events
  • Good knowledge of current employment law particularly in relation to performance management and absence management
  • Ability to be flexible and work across a wide range of client groups
  • Excellent attention to detail, prioritisation and organisational skills
  • Excellent communication (verbal and written) and interpersonal skills
  • Proven ability to combine excellent technical knowledge with sound commercial judgement and to influence decisions
  • Resilient and able to understand that credibility has to be earned in this environment and may take time
  • Collaborative team player with the ability to work in a fast paced, intellectually rigorous environment
  • Ability to work with diplomacy and tenacity and able to take the lead to conclude decisions
  • Demonstrates a positive, pro-active attitude and proven ability to work well under pressure

Allen & Overy LLP is committed to being an inclusive employer and we are happy to consider flexible working arrangements.

Additional information - External

It’s Time
Allen & Overy is a leading global law firm operating in over thirty countries. By turning our insight, technology and talent into ground-breaking solutions, we’ve earned a place at the forefront of our industry. Our lawyers are leaders in their field – and the same goes for our support teams. Ambitious, driven and open to fresh perspectives, we find innovative new ways to deliver our services and maintain our reputation for excellence, in all that we do.

The nature of law is changing and with that change brings unique opportunities. With our collaborative working culture, flexibility, and a commitment to your progress, we build rewarding careers. By joining our global team, you are supported by colleagues from around the world. If you’re ready for a new challenge, it’s time to seize the opportunity.