Graduate Recruitment Administrator
City of London
£30,000 - £35,000
We are delighted to be working with a leading UK barrister chambers in the city of London that requires a Graduate Recruitment / pupillage administrator on a 1-year fixed term contract to cover parental leave, to deal with managing the administration of the pupils training year in Chambers. Previous experience in graduate recruitment would be a strong advantage.
This stand alone role incorporates the administration of Chambers’ graduate recruitment together with the administration of pupillage for Chambers’ current pupils through their year of training with Chambers. The role reports to the Chambers’ Director.
The role divides into two sections:
Pupillage – external
1. Postal/e mail enquiries; answering all enquiries for mini pupillage, pupillage or work experience
2. Maintaining all applications (postal or on line) on internal registers, and dealing with telephone enquiries. The application process is conducted entirely on line.
3. Applications for mini pupillage: Collating applications for distribution to/consideration by the pupillage committee; corresponding with applicants to a) reject application; b) defer to future years; c) apply for references. Obtaining and processing references; corresponding with applicants to a) reject or b) offer mini pupillage interview (see below). All interviews/rejections to be confirmed in writing.
4. Mini pupillage interviews: fix dates for interviews; diarise with interviewers; prepare interview papers to include marking criteria; contact candidates following interviews to inform them of the result and if required, to fix mini pupillage date
5. Allocate mini pupil candidates to supervisors and prepare information in advance of the mini pupillage week to include report forms; all reports to be collated and recorded on the pupillage system
6. Pupillage interviews: fixing Pupillage committee meetings; collating all papers and reports for consideration by Committee; following selection of shortlisted candidates, contacting and arranging interviews (usually at short notice) and diarising internally; notifying applicants following interview (through Pupillage Gateway)
7. For period 1st Feb (approx) to 1st May (approx), process Pupillage Gateway applications, recording on internal systems; marrying up PG applications with mini pupillage or earlier pupillage applications and process as for 3 & 4 above, and at all times maintaining Gateway data base.
8. Index and file/scan all papers in archive at end of the pupillage cycle; process any remaining data and prepare data for annual pupillage return to be made to the Bar Council and enable Chambers to be able to review pupillage statistics and ethnic monitoring data.
9. Maintenance of Chambers’ E & D data and preparation of (internal) annual reports
Pupillage – internal
1. Liaison with Bar Standards Board to include: registration of pupillage for all pupils – liaison with pupils and the Bar Standards Board; filing change of supervisor forms as necessary (normally quarterly); filing 1st and 2nd 6 pupillage forms as necessary/appropriate and ensuring competences criteria and lists circulated to pupils and subsequently filed;
2. Induction week: prepare welcome packs for pupils and set up/deal with timetable for induction week in early September to include: outside data base training (in conjunction with librarian); arranging meeting with Chambers accountant; fixing barristers to give training talks;
3. Arranging pupils’ attendance at external advocacy and practice management courses;
4. Collate information for annual internal pupillage review
5. Collate, copy and circulate all reports (supervisors, advocacy etc) for 6 monthly pupil supervisors meeting (March)
6. Arrange and keep records of 7 in house monthly advocacy training sessions (starting in November each year) to include: sourcing pieces of work in conjunction with Chambers Director; copying papers for pupils and trainers; liaising with head trainer for directions; booking internal/external advocacy facilities as required; typing up reports
7. Arrange setting of monthly pieces of assessed work for pupils; copying papers for them and 2 x markers; organising feedback date/time and diarising for all; ensuring all reports submitted and filed
8. Tenancy decision - July: chasing up and filing all reports from pupil supervisors at each change of pupillage seat; in early June, collating all reports (supervisors, advocacy and assessed work) and papers (CVs etc) for tenancy sub committee; assisting with typing of Tenancy sub-committee report if required; organising the collation and copying of final report and supporting information to be despatched by post to all members of Chambers and senior staff
9. Arranging mini pupillages & diarising once offer has been made to candidate; identifying possible mini pupillage supervisors; preparing information packs for mini pupils and supervisors (CVs etc); liaising with supervisors and reception as necessary (including sourcing replacement supervisors in the event of emergency/problems).
10. Arranging pupil supervisors for work shadowing/Bar Council mentored schemes in which Chambers participates; overseeing weeks allocated to work shadows;
11. Law Fairs: Booking of law fairs to agreed schedule; maintaining barrister attendance records; completing advertising and forms for pupillage fairs, pupillage guides and handbooks produced for individual fairs; proofing alterations to materials on line and in hard copy; arranging of transport (both ways) of literature and display stands to fair venues; running programme of attendance at each fair and marking up diaries as necessary; ensuring Chambers representatives have relevant briefing materials; representing Chambers and attending events in person or virtually as and when required
12. Establishing and maintaining links with universities. Arranging events and liaising with representative at the universities. Organise events from start to finish including (if in person) catering, travel, attendees – both on site at universities and in Chambers
13. Establishing and maintaining links with outreach organisations for schools’ contacts; arranging student visits to Chambers and talks for schools
14. Publications: ensuing Chambers’ entry in Pupillage hand book and applications data updated and that both external websites and Chambers’ website are altered to match (in conjunction with marketing department); alterations at least bi-annually but more frequent as required; note: this requires the use of Formstack software; training will be given.
15. Arranging (in conjunction with marketing department) reception for new pupils and the next year’s joiners plus other ad hoc events for pupils during the pupillage year; arranging attendance by barristers.
This role is for parental leave cover and as such is for a 1 year FTC. They are looking for a candidate to start no later than August so that a thorough handover can be provided. The hours of work will be 9am - 6pm (with one hour for lunch.)
Job Reference :