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Senior HR Administration Specialist role at Linklaters in Warsaw – hybrid schedule, 2 office days per week.
Support HR managers & advisors across global offices: onboarding, queries, performance, exits, and process improvement.
For Linklaters Office in Warsaw, we are currently recruiting for the Senior HR Administration Specialist role.
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:
Query Resolution - act as first point of contact for queries, many which relate to process or policy, and elevate more complex questions as appropriate.
Administration - deliver a high quality administrative and HR process support to HR colleagues in both the London office and several other global offices.
Your 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.
Your 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 network. You’ll be supported by a culture that values partnership, integrity, and a shared commitment to enabling our people to perform at their best.
Working alongside Legal and Business Teams, the People function focuses on driving forward initiatives in areas such as talent management, employee engagement, learning and development, diversity and inclusion, and organisational effectiveness. This role offers exposure to a wide range of meaningful projects and activities, providing you with opportunities to contribute, grow, and shape the future of the firm. We are excited to welcome individuals who bring empathy, curiosity, and a strong desire to support others in achieving their full potential.
Linklaters :
Linklaters is a global law firm, providing Legal Services from 30 offices in 20 countries worldwide.
Linklaters is a people business. Being best in class in the eyes of our clients means that our people must be exceptional.
We look not only for brilliant minds, but for people who will thrive in our environment: people who love working collaboratively and demonstrate the innovative, efficient, agile, entrepreneurial, and responsible mind‑set we aim to bring to every interaction.
Ours is an environment of outperformance. We achieve this not with targets and incentives, but by fostering a positive, supportive, fair, and open atmosphere.
We respect and value difference but insist on inclusivity. We celebrate all aspects of diversity and challenge any form of bias. This is vital to our ability to work as one team, with a common goal.
What sets us apart:
At Linklaters:
We offer a truly global work experience and the opportunity to be involved in strategic projects that drive innovation and shape the future of our business
We belong to a firm that embodies its corporate social, environment, and governance responsibility commitments
We remain focused on talent and having the best people which will result in a diverse workforce
Having got the best people, we want them to feel included, valued and respected so they can perform at their best
We advocate speak‑up culture to empower our people in sharing their voices and an open‑door policy to ensure they are listened to
We invest in custom‑fit career paths for our people in line with their talents and aspirations
We provide agile working solutions to meet the changing needs of our people and our business
We are committed to people first relationships based on mutual trust, respect, and appreciation
We support the health and wellbeing of our people, providing a safe space to talk about emotions and mental health with access to expert advice as needed
We invest in developing leaders of the future who demonstrate emotional intelligence and a passion to discover, coach and develop the talents of others
Technical Skills:
This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.