To provide generalist administrative support to the Human Resources department of Tokyo and Seoul office.
To show good judgement with regards to the administration being processed and to support the HR Advisor and HR Manager with servicing the clients.
No direct reports
High level workload and transactions juggling many priorities at once.
Needs to use initiative as to when to flag HR problems to more senior HR professional.
Office size Tokyo 90 people, Seoul 10 people. (as of July 2019)
Key responsibilities and challenges
1. HR Systems
Provide a comprehensive, accurate and timely administrative support service, maintain action list and ensure timely / appropriate action taken in respect of : -
salary and grade change information;
personal information changes, etc.
To input required data to Payroll and other departments by way of a Personnel Action Notification email.
Input, maintain and validate accurate HR information within Workday and SEM.
Produce standard and ad hoc reports for HR Manager / Advisor. This will include a monthly management report which details key statistics such as absence, headcount data, attrition, starters and leavers, etc.
using Workday and retrospectively Rebus and / or SAP.
Ensure DocExplorer is used in the appropriate way to facilitate effective and efficient working / best practice.
HR Web system management including liaising with service provider, dealing with daily inquiries, trouble shooting, chasing users to input data on monthly basis, run overtime report for payroll purpose.
HR Web system is a local system to log all employees work hour as per statutory requirement).
2. Annual Processes
Assist HR Manager / Advisor with the administrative aspects of the annual processes (headcount planning / budgeting; performance and salary / bonus reviews).
Graduate recruitment (Tokyo only)
Assist HR Manager / Advisor with the administrative aspects of the graduate recruitment such as organising job fair, law school presentation to target law schools, correspondence with students, interview scheduling, setting up dinners / lunches, preparation of assessment meetings, booking external venues, etc.
Assist HR Manager / Advisor with the administrative aspects of the summer associate programme.
3. Lateral Recruitment
Work with Manger / Advisor to understand recruitment needs within client group
Support administratively setting up interviews, logging applicants, rejecting candidates, create contract and job offer letters, organise inductions, ensure new joiner has log on and personnel file on joining.
Liaise with the Asia recruitment administrator to ensure the recruitment process is aligned within the region.
Assist HR Manager / Advisor with the administrative aspects of the training related matter such as diploma local technical core and any other local trainings.
Provide administrative assistance and help scheduling when a trainer visits Tokyo to provide training to clients and internally.
D&I / H&W
Assist HR Manager / Advisor with the administrative aspects of Diversity and Inclusion and Health and Wellbeing process, projects and initiatives.
Liaise with the appropriate internal and external teams to co-ordinate overseas or cross functional secondments. It includes liaising with Global Mobility, Sirva, and local vendors.
ie work visa, local accommodation rent scheme, medical check requirement, national pension / medical insurance obligation, handling of my number’, etc. )
5. Employee Relations
Work with HR Mangaer / Advisor, to deal with enquiries from line managers; within area(s) on routine HR matters, policies and procedures.
Progress any concerning ER issues to HR Advisor / manager that you become aware of.
General HR administration
Produce draft of HR letters and certificates such as certificate of employment, certificate of salary as requested by individual users.
Assist with HR process such as long service award, feedback initiative, engagement surveys, gym membership policy approval, magnet space news letter screen maintenance etc.
Process invoice from vendors.
Ad Hoc depending on personal development and / or business requirement.
First class or upper second degree. (desirable)
Technical knowledge of HR issues.
Part-qualified CIPD. (desirable)
HR experience in blue-chip organisations where HR has been an effective business partner.
Knowledge of HR administration, e.g. assessment, salary reviews and payroll.
Excellent computer skills excel and word.
Exposure to professional services firm. (desirable)
Workday experience. (desirable)
Good at prioritising.
Energetic and robust.
Calm, confident personality. (desirable)
Effective communicator, both oral and written. Japanese native level, English fluent.
Other language (desirable)
Adaptable and flexible.
Strong organisational skills.
Strong team skills.
Committed and determined.
Keen to develop in the HR profession.
Wants to become HR professional (desirable)
This list of duties and responsibilities is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job.
As such, the role may also include the undertaking of additional tasks as required.
As a responsible business, it is important that we represent the diversity of our people, our clients and our communities.
We know that diversity makes us a better law firm and helps us attract the best talent, drive innovation with diversity of thought, and deliver the best experience to everyone who comes into contact with us.
We recruit on the basis of merit, irrespective of age, disability, gender, gender identity, race or ethnicity, marital status, religion, sex, sexual orientation or any other status protected by the laws or regulations in the locations where we operate.
Selection decisions, and the reasons for those decisions, are recorded at each stage of the selection process. Selection criteria and, where appropriate, technical skills tests are in place to measure an individual’s ability for the safe and effective performance of a job.
Those involved in recruitment and selection decisions and processes are also provided with guidance on diversity issues.
If you require reasonable adjustments to be made during the selection process, please talk to a member of the recruitment team so that any required adjustments can be made in advance.
Specific experience requirements advertised on a role do not intend to preclude applications from candidates who may have more or less experience.
Our intention is only to indicate a guideline as to the necessary skills for the role as described.