HR Recruitment & Operations Coordinator

Position: HR Recruitment & Operations Coordinator

Department: Human Resources
Reports to: Director of Business Services / Deputy Director of Business Services
Employment Type: Full-Time

Job Purpose

The HR Coordinator is responsible for supporting the effective delivery of Human Resources operations across the school. The role focuses on recruitment and onboarding, employment contracts, HR administration, policy implementation, employee attendance management, and maintaining accurate HR records. The successful candidate will ensure HR processes are efficient, compliant, and aligned with the school's policies and employment legislation while providing excellent support to staff and school leaders.

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Key Responsibilities

1. Recruitment & Selection

• Coordinate the full recruitment process from vacancy approval to appointment.
• Prepare and publish job advertisements across recruitment platforms.
• Screen applications and shortlist suitable candidates based on role requirements.
• Conduct initial candidate screening interviews.
• Arrange interviews with Senior Leadership Team (SLT) and department managers.
• Coordinate interview schedules and candidate communications.
• Conduct professional reference checks for shortlisted candidates.
• Prepare interview documentation and maintain recruitment records.
• Support onboarding and induction arrangements for new employees.

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2. Employment Contracts & HR Administration

• Prepare employment contracts, offer letters, and employment documentation.
• Ensure all employment documentation is completed prior to commencement.
• Coordinate contract renewals, probation confirmations, and contract amendments.
• Maintain personnel files ensuring all documentation is complete and compliant.
• Monitor visa and work permit documentation where applicable.
• Ensure confidentiality of all employee records.

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3. HR Database Management

• Maintain accurate and up-to-date employee information within the HR Information System (HRIS).
• Update employee records including personal details, employment status, qualifications, and certifications.
• Generate HR reports as required by management.
• Maintain digital and physical HR filing systems.
• Ensure compliance with data protection and confidentiality requirements.

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4. HR Policies & Compliance

• Support the implementation and communication of HR policies and procedures.
• Ensure employees receive and acknowledge relevant HR policies.
• Assist in reviewing and updating HR policies in line with employment legislation and school requirements.
• Provide guidance to staff regarding HR policies and procedures.
• Maintain policy documentation and version control.
• Support compliance with safeguarding, child protection, health & safety, and employment regulations.

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5. Attendance Management

• Monitor daily staff attendance and leave records.
• Maintain accurate attendance and absence data.
• Coordinate annual leave, sick leave, personal leave, and other staff absences.
• Follow up on attendance discrepancies with line managers.
• Prepare attendance reports for leadership.
• Support absence management processes in accordance with school policies.

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General Responsibilities

• Provide administrative support to the HR department.
• Maintain strict confidentiality of employee information.
• Build positive working relationships with all staff members.
• Support school events and HR initiatives when required.
• Assist with HR projects and continuous improvement initiatives.
• Perform other duties as assigned by the Director of Business Services or HR Manager.

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Qualifications

• Bachelor's Degree in Human Resources, Business Administration, Management, or a related field.
• HR qualification or professional certification is desirable.
• Previous experience in Human Resources or Administration preferred.

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Skills & Competencies

• Excellent organisational and time management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills in English and Thai.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong interpersonal and relationship-building skills.
• Proficient in Microsoft Office (Word, Excel, Outlook) and HR information systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Knowledge of Thai labour law and HR best practices is advantageous.
• Ability to work collaboratively with Senior Leadership and multiple departments.

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Personal Attributes

• Professional and approachable.
• Highly organised and proactive.
• Strong problem-solving skills.
• Positive, service-oriented attitude.
• Trustworthy with a high level of integrity.
• Able to work independently while contributing effectively within a team.

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Key Performance Indicators (KPIs)

• Recruitment vacancies filled within agreed timelines.
• 100% accuracy of employee records and HR database.
• Employment contracts issued before staff commencement dates.
• Attendance records maintained accurately and submitted on time.
• HR policies communicated and updated as scheduled.
• Positive recruitment experience for candidates and hiring managers.
• Compliance with safeguarding, employment legislation, and school HR procedures.