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Position Title:
People & Development Coordinator
Supervisor:
People & Development Manager, Canberra Centre
Shared Services Team:
People & Development
Centre:
Canberra
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Date Created / Last Edited:
February 2017
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King & Wood Mallesons requires partners and staff to maintain a professional standard of dress,
appearance and behaviour during work and at work related functions.
King & Wood Mallesons is an Equal Employment Opportunity (EEO) employer and requires all
partners and staff to contribute to a safe working environment which is free from unlawful
discrimination and/or harassment.
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Position Summary
To provide the People and Development (P&D) team with administrative and organisational support.
This role is largely operational in nature and works closely with the P&D Centre Manager in relation to
the resourcing, performance and management of support staff. This role is the primary People and
Development contact for support and shared services staff in the Canberra centre.
Assists the P&D Centre Manager with all recruitment campaigns including clerkship and graduates,
and all recruitment on-boarding programs.
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Your key responsibilities
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Recruitment and retention (including capacity management)
Attract and recruit appropriate lateral support staff candidates for approved vacancies in
conjunction with the practice team supervisors.
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Work with P&D Centre Manager to get approval to hire through appropriate channels
using PageUp. This includes using lateral recruitment checklist and developing a
business case for each role.
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Lead interviews and the post-interview reviews.
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Provide ‘targeted behavioural interviewing’ training sessions to interviewers as
required.
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Obtain and provide feedback on the suitability for employment (including conducting
reference checks and any other relevant employment checks).
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Produce employment contracts and all ‘new starter’ processes to ensure they are
accurate and new starter information is provided to other relevant staff on time.
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In conjunction with P&D Centre Manager, determine remuneration and peer group for
support staff.
Assist the P&D Centre Manager with the administration and organisation of the recruitment
function including law clerks, law graduates, lateral lawyers, and shared services staff.
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Provide high level candidate care for all enquiries, applicants and new starters.
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Assist the P&D Centre Manager with all recruitment campaign materials and event
coordination including attending university events.
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Produce all contracts of employment, and manage ‘new starter’ processes.
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Produce appropriate recruitment reports as required.
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Update and manage applications using the firm’s online recruitment tool – currently
Page Up.
In conjunction with the Mobility Consultant, ensure that any special requirements such
as relocation arrangements and visa applications are completed.
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Maintain strong relationships with external recruitment agencies (Support).
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Assist the P&D Centre Manager with other recruitment activities as required.
Policies and procedures
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Interpretation and promotion of P&D policies, procedures, processes and systems.
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Provide first line support to all general inquiries relating to P&D policies, procedures,
processes and systems.
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Refer / escalate P&D related issues and inquiries to the relevant person eg P&D
Centre Manager.
Workforce planning and communication
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Work with the Practice Team Administrator (PTA) to ensure secretarial and word
processing resources are appropriately utilised and managed in line with business
requirements so that all authors have access to appropriate support.
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In conjunction with the P&D Centre Manager, design and implement communication
strategies for support staff. Manage (in conjunction with the PTA) communication
meetings with support staff, regular meetings with the PTA.
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Work with the P&D Centre Manager and PTA on work force planning and cost
efficiency issues (planning future resourcing) and implementing retention strategies.
Co-ordinate and administer induction programs and onboarding
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Design and coordination of the induction experience for all lateral staff, summer clerks
and law graduates, based on national programs where possible.
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Co-ordinate and administer Learning & Development (L&D)
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Provide coordination and administration (in conjunction with secretarial and reception
staff) of the national L&D curriculum and some internal CLE programs, including the
updating and maintaining Helix bookings, organising sign on sheets, feedback forms,
as required.
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Working with the national Talent & Capability (T&C) team to implement various T&C
programs for support staff.
Performance / Remuneration
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Case manage and advise on performance management matters related to support
staff, keeping the P&D Centre Manager informed. Escalate to the P&D Centre
Manager as required.
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Case manage termination procedures for all staff providing timely communication to
relevant teams.
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Review support staff remuneration annually in conjunction with the P&D Centre
Manager so that the remuneration is in line with market data and internal relativities.
Secondments and transfers
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Coordinate all staff probationary reviews with Supervising Partners/Supervisor at
least 6 weeks before employees’ probation dates to ensure that there is appropriate
time to handle any issues effectively. Follow up with Supervising Partner/Supervisor
and prepare probation letters.
Assist the P&D Centre Manager with all secondment and transfer processes and
produce all documents accordingly.
WH&S and Health & Wellbeing
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Accurately complete and lodge all workers compensation documentation (both insurer
and KWM).
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Support the P&D Centre Manager coordinate all Occupational Health activities for the
centre.
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Assist the national Health & Wellbeing team deliver programs for the Canberra
centre.
General Administration and Data Base Maintenance
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Ensure that the Chris 21 database (all relevant modules) are kept up to date and that
the data is accurate.
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Manage all P&D processes for the Canberra centre (hires, departures, LOAs, parental
leave, transfers, changes to employment details, admission and promotion dates, etc).
Ensuring all information is given to Payroll through a P&D action form, and all
correspondence is to be placed on employee file and in Chris 21 in timely manner.
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Prepare accurate and timely reports from Chris 21 and other relevant databases on
behalf of the P&D Centre Manager as and when required.
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Regularly and accurately update the relevant team documents and spreadsheets to
reflect staff movements.
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Manage the payment of relevant P&D invoices using Elite.
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Manage the opening and of new staff personnel files and maintenance of personnel
records (ie filing).
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Develop and manage P&D Canberra relationship with Payroll, Superannuation and firm
insurance representatives.
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Coordinate the Admissions process and annual renewal of Practice Certificates for law
graduates and lawyers.
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Assist with the admission process and practice certificates for legal staff (lateral hires).
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Assist the P&D Centre Manager and all staff with the Audacious program awards and
reporting.
Other
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Assist with the development and implementation of centre based and firm wide
people initiatives.
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Assist the National P&D team with specific HR related projects as required.
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Ensure that all work completed is done so in a confidential manner
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Ensure that all work areas are clean and tidy at all times and confidential information
is not left unattended.
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Your Key Relationships
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People & Development Operations team
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People & Development Group
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Practice groups - Partners, lawyers and shared services and support staff
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Key Shared Services staff (e.g. technology, business services)
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External agencies and stakeholders
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Capabilities
Our Capability Framework is a key tool to help drive business results and achieve our vision of leading
the way in creating value, centred on what our clients need.
To succeed in this position the following capabilities are to be achieved:
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People – respectful and supportive interactions that lead to firm high performance | building
effective teams by empowering and coaching people | leading through collaboration and
accountability
Firm – application of technical knowledge to advance the client’s commercial objectives |
development of legal and industry/ sector expertise | effective practice and project
management | building your professional reputation | achieving financial and cost targets |
commitment to continuous improvement through innovation | applying business acumen in
pursuit of opportunities for the firm and client | effective workload and project management
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Client - consistently delivering superior client service | becoming a trusted advisor through
deep understanding of the client | building strong and enduring client relationships | adapting
flexibly to a changing environment to meet client needs
Financial - applying business acumen in delivery of service to clients | achieving business,
project and budget goals | commitment to continuous improvement through innovation
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Skills and Attributes
Essential
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Experience in (preferred) or interest in (desirable) Human Resources practices.
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Exceptional attention to detail to ensure accuracy and completeness in all aspects of the role.
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High level of computer literacy including use of Word, Excel and PowerPoint.
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Solid and highly developed organisational skills in order to manage a variety of tasks
simultaneously and to meet specified deadlines.
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Strong time management skills to ensure all aspects of the role are achieved.
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A strong team focus with the ability to work independently.
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Self-motivated and service orientated.
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Professionalism and sensitivity when dealing with people situations.
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Confident verbal and written communication skills.
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A positive, open and flexible approach when dealing with people and situations.
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Ability to form solid relationships both internally and externally with professionalism and ease.
Desirable
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Experience/qualifications in Human resources, marketing or other relevant field of study.
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Experience with a HRIS system, particularly Chris21.
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An understanding of Human Resources practices in a large organisation.
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Knowledge of the legal or professional services environment.
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Our Vision & Values
Our global vision …..
‘To create a unified top tier global law firm headquartered in Asia’.
Across our global firm we have values that guide us and that we aspire to live up to …..
Client centric
Dynamic and entrepreneurial
One team. One firm
Excellence and innovation
Stewardship
Global perspective
…..these are the same whichever part of the firm you work in, in all countries.
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As King & Wood Mallesons evolves to meet changing strategic and operational needs and objectives, so will the roles required
of its staff. As such, this document is not intended to represent the position which the occupant will perform in perpetuity. It
provides an overall view of the incumbent’s role as at the date of this statement. In addition to this document, the specifics of the
incumbent’s role will be described in local area work and project plans, and in performance plans developed by the incumbent
and relevant partner/ manager as part of KWM’s performance evaluation, development and progression processes.
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