Senior HR Administration Specialist

Position

Senior HR Administration Specialist – Linklaters Office, Warsaw

Work Arrangements

Working hours: 9:00‑17:15 and 11:00‑19:15
Contract: employment contract (umowa o pracę)
Hybrid model: 2 days per week from the office located in building Q22 in Warsaw.

Purpose

Support HR Managers and Advisors by providing first‑line advice and managing enquiries across relevant HR areas, including query resolution and administration of HR processes for both London and other global offices.

Key Responsibilities

• Receive, log, and resolve HR policy and process queries from employees, managers, and partners.
• Manage all HR cases within agreed service levels, ensuring timely, accurate and professional resolution.
• Administer onboarding: prepare offer letters, coordinate induction, confirm start arrangements and conduct new‑joiner chats.
• Process contractual and employment changes (department moves, promotions, job changes, allowances, work schedules, secondments).
• Maintain accurate employee records in Workday, updating reporting lines, absence approvers, sickness and other HR data.
• Coordinate and administer family leave requests, managing the maternity process end‑to‑end and providing direct guidance to employees.
• Administer client secondments, prepare required documentation, liaise with sponsoring partners, secondees and stakeholders.
• Support annual performance, appraisal and moderation processes.
• Manage employee exits, including holiday calculations, benefits treatment, system termination and exit interviews.
• Monitor and maintain data quality in HR systems, running monthly audits and cyclical reports for compliance.
• Support HR projects and initiatives, contributing knowledge and assistance to ad‑hoc or cyclical activities.
• Promote continuous improvement by identifying and implementing process enhancements.
• Ensure HR templates, process documents and guidance materials are accurate and regularly updated.
• Take responsibility for HR processes or administration within the HRPS LGS scope, such as TOIL and Absence for the Netherlands.
• Share knowledge, develop skills within the team, and support colleagues during peak workloads.
• Uphold compliance with employment legislation, regulatory requirements, and HR best practice.

Your Experience

• At least 2‑3 years of professional experience in HR administration, preferably in a large corporate or professional services environment.
• Fluent in English.
• Solid understanding of HR processes, policies and procedures with proven ability to apply them accurately.
• Background in delivering customer‑focused support and demonstrating professionalism and resilience when handling sensitive or complex queries.
• Strong administrative skills with advanced MS Office proficiency, including mail merges, V‑lookups and other Excel functions.
• Preferred experience with HR systems such as Workday, Neocase or iTrent and confidence in learning new technologies quickly.

Additional Skills

• Excellent verbal and written communication skills, able to explain processes clearly and maintain professional correspondence.
• Highly organised, proactive and capable of prioritising effectively in fast‑paced environments.
• Strong attention to detail and commitment to delivering high‑quality, accurate work within tight deadlines.
• Collaborative team player, able to adapt to different personalities and thrive in a close‑knit, evolving team environment.
• Positive and flexible approach to change, with a track record of contributing to process improvements and continuous learning.

EEO Statement

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 criteria are recorded at each stage of the selection process. We provide reasonable adjustments during the selection process where required.