Senior HR Administration Specialist

Work arrangements

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

Purpose

The purpose of the role is to support HR Managers and Advisors by providing first line advice and manage enquiries for the relevant areas:

1. Query Resolution – act as first point of contact for queries, many of which relate to process or policy, and escalating more complex questions as appropriate.
2. Administration – deliver a high quality administrative and HR process support to HR colleagues in both the London office and several other global offices.

Key responsibilities

• Receive, log, and resolve HR policy and process queries from employees, managers, and partners, escalating where appropriate.
• Manage all HR cases within agreed service levels, ensuring timely, accurate and professional resolution.
• Administer the onboarding process, including preparing offer letters, coordinating induction sessions, confirming start arrangements, and conducting new joiner chats.
• Process contractual and employment changes such as department moves, promotions, job changes, allowances, work schedules, and secondments.
• Maintain accurate employee records in Workday, including updates to reporting lines, absence approvers, sickness absence, 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, preparing required documentation, liaising with sponsoring partners, secondees, and internal/external stakeholders.
• Support annual performance, appraisal, and moderation processes, ensuring smooth coordination with the wider HR team.
• Manage employee exits, including holiday calculations, benefits treatment, systems termination, and conducting exit interviews.
• Monitor and maintain data quality in HR systems, running monthly audits and cyclical reports to ensure compliance with internal and external requirements.
• Support HR projects and initiatives, contributing knowledge and assistance on ad hoc or cyclical activities such as practicing certificate renewals.
• Promote continuous improvement, identifying and implementing process enhancements to increase efficiency and quality.
• Ensure HR templates, process documents and guidance materials are accurate, effective, and regularly updated.
• Responsible for any (country or HR team) HR process, or administration, which is part of the HRPS LGS scope. e.g. TOIL and Absence for the Netherlands.
• Share knowledge, develop skills within the team, and actively support colleagues during peak workloads.
• Uphold compliance with employment legislation, regulatory requirements, and HR best practice in all activities.

Experience

• At least 2-3 years of professional experience in HR administration, ideally within a large corporate or professional services environment.
• Fluent English.
• Solid understanding of HR processes, policies, and procedures, with proven ability to apply them accurately.
• Background in delivering customer‑focused support, demonstrating professionalism and resilience when handling sensitive or complex queries.
• Strong administrative experience, with advanced MS Office skills (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, with the ability 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.

The team

You will join Linklaters Global Solutions (LGS) as a critical member of the People team. Linklaters Global Solutions is a function delivering day‑to‑day transactional work essential to the smooth running of the firm and providing analysis and advisory capability to our business stakeholders, lawyers and partners globally.

The People function is a globally connected and strategically driven team of HR professionals dedicated to attracting, developing, and retaining exceptional talent. We play a key role in shaping the firm's culture, supporting our people throughout their careers, and fostering an inclusive, high‑performing environment where everyone can thrive.

In this role, you will collaborate closely with both local and global colleagues across the People.