Talent Management Administrator - Contract (6 months)

The Talent Management Administrator – Contract (6 months) will provide timely, efficient and high-quality administrative support in the day-to-day operations of the Talent Management function.

Responsibilities

Talent Operations

• Prepare and draft relevant letters and documentation, relating but not limited to:
  • Offers; Promotions; Contract Extensions; Change of Role/Arrangements; Office Transfers; International Assignment; Letter of Support; Visa Support
  • Independent Contractor Agreement; Statement of Service; ATP & LOA; Client Secondments; other letters for arrangements such as: Parental Leave, Work Experience, Termination, Leaver Repayments, and Jury Duty
• Administer the delivery of the end-to-end employment lifecycle including, but not limited to, employee onboarding, employee offboarding, or any work arrangement changes

Employee onboarding & offboarding

• Distribute welcome emails and ensures new starter paperwork are collected and sent to the Payroll team
• Conducts background checks (VEVO)
• Prepare and organize the induction program and liaise with presenters, buddies, secretaries, and supervisors
• Diarize induction sessions and manage induction logistics
• Schedule new starter, progress, and probation catch-up meetings with employees, supervisors, and Talent Management (TM) contact
• Confirm and send out end of probation emails
• Send out leaver email and leaver checklist and liaises with payroll team
• Monitor and ensure there are no monies owed to the Firm by the leaver (e.g. study assistance grants, relocation assistance grants, sign on bonuses)
• Diarize exit interview with leavers and TM contact
• Coordinate with TM contact regarding leaver’s insights on global exit questionnaire
• Monitor and ensure all Firm property and equipment are returned / retrieved and access privileges are revoked

Work Arrangement Changes

• Send out confirmation of parental leave emails
• Schedule transition catch-up meetings with TM and supervisor to employees returning from Parental Leave or ATP or Leave of Absence
• Schedule meetings with supervisor and the National Managing Partner upon returning from Parental Leave

Recruitment

• Update the recruitment tracker with candidate details and recruitment costs

Graduate Program

• Draft contracts and/or variation of contracts for graduates
• Organize, design, and coordinate the graduate induction program to presenters and relevant TM consultant
• Send invitations to the presenters and ensures rooms are booked for each session
• Diarize rotation catch-up meetings with supervising Partner and TM contact
• Provide ad-hoc administrative support with the program

Clerkship Program

• Draft contracts and/or variation of contracts for clerks and send out offers to candidates
• Organize, design, and coordinate the clerkship graduate induction program to presenters and relevant TM Consultant
• Send invitations to the presenters and ensures rooms are booked for each session
• Diarize end of clerkship catch-up meetings with supervising Partner and TM contact
• Collate end of clerkship survey data both for clerks and work providers
• Provide ad-hoc administrative support with the program

Expenses Management

• Submit payment requests for all Talent Management related invoices
• Process all expense claims for the Director of Talent Management, Australia
• Process all expense claims of employees for expenses pertaining to Talent Management including but not limited to relocation, study assistance, practising certificate renewals, practice management courses and professional memberships
• Reconcile and report credit card expenses from the Talent Management credit card
• Manage payments for premiums for workers’ compensation, group salary continuance and return to work remuneration
• Provide cost center advice for all Talent Management expenses
• Liaise with external providers as required

Talent Management Projects

• Collate necessary information and documents to support the Australian office BakerMAX high potential lawyer program
• Collate necessary information and documents to support the Senior Associate and Special Counsel nomination process

Inclusion, Diversity and Equity

• Manage the Australian Events Calendar including listing new events, changing or cancelling existing ones and managing registrations
• Generate Zoom meeting or webinar links for every session
• Report registration numbers to the organizers or committee prior to the event
• Draft, design, and send out communication campaigns for different committees of Inclusion, Diversity and Equity including but is not limited to BakerDNA, BakerWomen, BakerWellbeing, BakerPride, Baker Indigenous Engagements
• Monitor and update diversity data for new starters

Performance Management

• Monitor and update business plan tracker upon the receipt of business plans
• Update IDP, self-assessment feedback, or feedback provider comments in viEval

Administration

• Send out Legal Services Awards compliance emails
• Ensure electronic employee files are kept up to date, and appropriate documentation is filed correctly, promptly and chronologically
• Update the Talent Management helicopter file accordingly
• Support TM mailbox management by actioning Talent Management enquiries from staff
• Manage employee awards/gifts including ordering and purchasing various gifts and gift vouchers and approve employee changes in SuccessFactors
• Upload, add, or remove content from the Talent Management section in BakerWorld
• Provide ad hoc administrative support as required

Skills and Experience

• A bachelor’s degree or progress towards a qualification in HR or a related field is desirable but not essential
• Proficient in using MS Office applications
• Administration experience, preferably in a professional services environment
• A high level of attention to detail and process management is required for this role