Learning Administrator 12-month FTC

We are recruiting an Administrator to join our Learning team within the Human Resources department on a 12-month fixed term contract.

About Macfarlanes

Macfarlanes is a pre-eminent law firm that serves a global client base in private capital, private wealth, M&A and disputes. Personal connection, an entrepreneurial spirit and a commitment to excellence are at the heart of our firm. These values drive our ability to deliver exceptional outcomes for our clients.

We are big enough to undertake the most complex and demanding mandates yet small enough to know each other well and to be agile, adapting to the needs of our clients. We seek to strengthen the firm by recruiting talented people from all backgrounds who want to build long-lasting and impactful careers with us. Our culture is challenging and supportive, creating an environment where individuals can thrive.

What this means for you

Joining Macfarlanes means being part of a collaborative, approachable team who want you to succeed. You’ll be encouraged to get involved and recognised for your contribution.

We take your development seriously. Our learning and development programmes are second to none and are designed to help you strengthen your skills.

Above all, you’ll be part of a firm where we all work together as part of a cohesive and supportive team, value your efforts and help you to thrive.

The team

Macfarlanes’ HR department consists of 40 employees which fall into several different teams; Operations, Advisory, Recruitment, Early Careers, Learning and Inclusion.

Macfarlanes has an established and highly regarded Learning team that supports the ongoing development of all members of staff. The team is responsible for six role-specific development programmes as well as regular firm-wide initiatives and creating individualised learning opportunities. The Learning team provides professional development advice to their respective client groups on development approaches and initiatives to achieve business objectives and support each other in the delivery of large programmes and other projects. The team is led by our Head of Learning and currently consists of one Assistant, one Adviser, one Senior Adviser and two Senior Managers.

The role

The administrator role focuses on the day-to-day delivery of routine tasks, using existing processes or procedures to ensure the smooth running of established programmes. The role will also help the team to support client groups deliver bespoke training and work with the Learning team to solve a range of queries and administrative tasks 

Key duties will include:

• PA support for the Head of Learning;
• being a first point of contact for learning queries and monitoring the team inbox;
• managing communications sent on behalf of the Learning team including reminders, prework, post-work and evaluation requests, reviewing these on a regular basis to ensure they are accurate and up to date;
• responsibility for on the day set-up, liaising with Front of House to ensure room layout and equipment are booked and set up as required (e.g. materials, catering, AV support and welcoming specialist external providers);
• collating and summarising course evaluations for the Advisers, circulating to internal stakeholders and external providers as appropriate; 
• maintaining LMS platform, including uploading and archiving content, managing attendance records, producing delegate lists;
• developing and maintaining effective working relationships particularly within the HR team, building confidence, trust and respect;
• striving for continuous improvement of department administration including processes, procedures, and systems;
• maintaining the department intranet pages, regularly reviewing these to ensure accuracy;
• working with the Learning Assistant and Advisers to upload and maintain digital content on the firm’s LMS;
• providing ad-hoc administrative support for wider HR projects and initiatives as required;
• create ad hoc reports from systems (e.g. Aderant, LMS etc.) as required, using excel to find ways to provide useful reports and valuable insights; and
• supports others in the firm with professional development queries by creating clawback letters and tracks professional qualifications requests.

This job description encompasses the main duties of the role and is by no means exhaustive. It is anticipated that duties may vary from time to time according to the needs of the team.

During the first six months of employment, you may be required to attend the office four days per week to support onboarding, training and collaboration. Your line manager may adjust this requirement based on your progress and business needs.

Core hours are 9.30am to 5.30pm, but flexibility is regularly required, including early morning and evening attendance when setting up and clearing down training sessions.

The candidate

This is a great first role for a motivated individual, keen for a career in Learning. There will be ample opportunities for development and plenty of support from a dedicated, development focused team.

The successful candidate will be central to the success of the team, supporting across all programmes. They will be a highly efficient organiser, with the ability to demonstrate initiative and work accurately in a fast-paced environment. Clear and confident communication skills are a must as this role involves dealing with internal clients at all levels and external contacts on a daily basis.

In addition, they will meet the following requirements:

• excellent attention to detail, organisation and administrative skills;
• an interest in Learning;
• excellent written and verbal communication skills;
• educated to A-level or equivalent;
• proactive manner with strong client service focus;
• ability to prioritise and meet tight deadlines;
• curiosity and motivation to learn on-the-job;
• experience in a busy office environment is desirable; and
• experience using systems/databases is desirable.

Application screening

Any offer of employment with us is subject to our pre-employment checks which are conducted by a third-party screening provider. These may include but are not limited to your professional and academic qualifications, any criminal records and employment references. These checks will be initiated with your consent and your offer will be subject to the successful completion of these checks.

Our commitment to inclusion

Inclusion is one of our key priorities and it is a goal we are actively working towards. We believe that an inclusive, forward-thinking culture is intrinsically important and enables us to provide innovative solutions to our clients.

We welcome applications from people of all backgrounds, bringing different perspectives and experiences, making Macfarlanes an exciting and stimulating place to work. We seek to recruit the best candidates, regardless of age, gender, race, ethnicity, social or economic background, religion, disability, sexual orientation or any other characteristic.

As part of this commitment, we will ask you certain diversity data questions. We would really appreciate you and/or your recruiter completing these questions when submitting an application to Macfarlanes as this data enables us to measure our progress and identify any actions needed to continue to support an inclusive culture. This data is anonymised to maintain the privacy of applicants. If you have any questions relating to how this data is used, please contact a member of the recruitment team.

Should you require any adjustments during the application and/or interview process, please do not hesitate to inform your recruiter or a member of the recruitment team. Please note, the job description is available in other accessible formats (for example, large print).

We are a Disability Confident Employer and will offer an interview to disabled applicants who best meet the essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please email the recruitment team at [email protected].