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Director of Operations and HR

Job Title: Director of Operations and HR
Location: Singapore
Industry:
HR
Reference: F8C6C541DFC0C767
Job Published: January 06, 2022 04:10

Job Description

Roles & Responsibilities

NLCS (Singapore) believes that each employee makes a significant contribution to our success and that contributions should not be limited by the assigned responsibilities.

Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the employee, nor NLCS (Singapore), to only the work identified. It is the expectation of the school, that each employee will offer his/her services wherever and whenever necessary to ensure the success of our organisation.

Our School is committed to safeguarding and promoting the welfare of children and young people. The School expects all teaching staff, nonteaching staff and volunteers to share and uphold this commitment.

Human Resources

  • To oversee and direct all aspects of the schools HR function
  • Provide leadership, guidance, direction and support to staff working in the HR Department
  • Ensure that HR staff are deployed, and their working hours and leave are carefully planned, so as to ensure the department can fulfil key tasks in an efficient manner
  • Overall responsibility for the processes of recruiting and appointing all non-teaching staff
  • Responsibility for, and oversight of, the deployment of non-academic staff and the allocation of duties
  • In conjunction with the Senior Vice Principal, ensuring that the non-academic part of the schools organisational chart is maintained and up to date
  • Oversight of the appraisal and professional development processes for all non-teaching staff
  • Oversight of performance management procedures for non-teaching staff, including the development and monitoring of performance improvement plans
  • Ensuring that contract templates are reviewed annually with the Operating Company
  • Ensure contracts of employment are in place for all staff.
  • Oversight of all on-boarding procedures and activities for non-teaching staff.
  • Lead the development, monitoring and evaluation of school policies allocated by the Senior Team and the Principal
  • Ensure compliance with all statutory obligations and school policy adherence relating to personnel management and payroll.
  • Annual Leave Management including recording leave and approving leave applications, and managing leave balance (sick leave included) for non-teaching staff
  • Oversee all procedures relating to EP/S-Pass/Work Permit and LOC applications.
  • Oversee all aspects of new teaching staff moving to Singapore. Including, but not limited to, securing the relevant passes, securing entry approval and booking temporary accommodation on arrival
  • With the Operating Company, ensure that contracts, agreements, policies and procedures regarding staff accommodation benefits, staff flight allowances and staff medical insurance policies, are in place and clarified
  • Create procedures for the efficient implementation of school policies and procedures regarding staff accommodation benefits, staff flight allowances and staff medical insurance policies
  • Ensuring that EP/S-Pass/Work Permit and LOC applications for teaching staff are managed to ensure arrival in line with requirements stipulated by the schools academic board
  • Oversight of the schools monthly attendance records, in coordination with the finance/payroll personnel.
  • Oversight of the HR communication with new academic staff on issues related to their transition into Singapore (housing, taxation, set-up costs, etc)
  • Risk Assessment, Health and Safety

  • Take the lead role in the identification and mitigation planning of key risks to the School.
  • Monitor and update the schools policies, procedures and standards by which risks to the school are managed.
  • Be responsible, to the Principal and Governing Body, for maintaining and evaluating the schools risk register.
  • Provide Health and Safety advice to the School and its employees and ensure compliance with relevant Health and Safety legislation.
  • Chair the Schools Health and Safety Committee and report to the Governing Body on matters covered.
  • Manage and oversee all aspects of emergency health and safety measures, for example in the application of restrictions related to a pandemic
  • Take responsibility for the development, implementation and ongoing evaluation of the schools fire safety, evacuation and lockdown procedures
  • Estates, Facilities and Assets

  • Provide leadership, guidance, direction and support to staff working in the Facilities Department
  • Manage the Schools contracts with all service suppliers, with particular reference to the development of School facilities, routine and planned maintenance, upkeep of the grounds, Health and Safety and security.
  • To ensure that the school maintains a fixed asset register
  • To oversee the development and implementation of the schools preventative maintenance plan
  • Ensure that the department develops and maintains a set of procedures that provide outstanding service and support of academic departments, especially in the efficient response to maintenance issues.
  • Ensure that the department works closely with the AMC Department and provides outstanding support for all school events
  • Ensure that the department focuses on meeting the schools high expectations regarding general appearance. Especially with regards to the storage of items, the maintenance of outdoor spaces and grounds and generating plans for general decorating and upkeep.
  • Data Protection, Compliance and Legal Matters

  • Take responsibility as the schools Data Protection Officer
  • In conjunction with the schools Operating Company, ensure that the School meets its compliance obligations in all areas of activity.
  • Ensure the completion and submission of statutory and other returns as required by any relevant governmental bodies (including the Committee of Private Education), and ensure all statutory registers are kept up to date.
  • Ensure that the schools non-academic functions meet all requirements placed on them in order to maintain EduTrust accreditation
  • Be responsible for recording all contracts and agreements signed by the school
  • Through the Principal and/or Operating Company, take responsibility for coordinating all legal matters, including seeking advice and resolving disputes.
  • Keep abreast of legislation and best practice in financial, personnel and administrative matters and advise the Principal and Operating Board on appropriate changes in policy and practice in these areas.
  • Business Administration

  • Be responsible for the day to day practices that support school operation, including, but not limited to:
  • Ensuring that invoicing and fee collection procedures are implemented in line with policy
  • Dealing with fee enquiries as per referrals from the finance team
  • Overseeing the procedures surrounding the collection of overdue school fees, ensuring that approved policies are implemented, with specific responsibility for communication with parents
  • Taking oversight of the schools purchasing activity, ensuring that approved policies are strictly adhered to, and dealing with all enquiries from budget holders
  • Overseeing the schools warehouse function, ensuring that it provides exceptional service to academic departments
  • Managing the administration of the Schools insurance policies.
  • Taking responsibility for the formulation of the annual school budget proposal, to be presented to the Principal, including ensuring that justifications are received for all proposals.
  • Taking oversight of the schools internal budget reporting to budget holders
  • Taking responsibility for the development and monitoring of procedures relating to the use of the school site out of hours
  • Retaining oversight of all policies related to these business administration duties, and advise the Principal of any changes that are needed
  • Operations

  • Provide leadership, guidance, direction and support to staff working in the Operations Department
  • Be responsible for negotiating, drawing up, monitoring and enforcing all Service Level Agreements and Contracts operated by the School, including transport, catering, landscaping, cleaning etc.
  • Develop and maintain positive relationships with subcontractors, and ensure they deliver a high quality service to our stakeholders
  • Ensure that the department develops and maintains a set of procedures that provide outstanding service and support of academic departments, especially in the movement of furniture and resources and in the specialist set up of spaces.
  • Ensure that the department works closely with the AMC Department and provides outstanding support for all school events
  • General Leadership and Management

  • As a member of the Team, share in the general direction and management of the School, reporting to the Principal
  • Contribute to the overall strategic development of the School. Prepare relevant documentation and strategy options with the Senior Team.
  • Contribute to the preparation and subsequent evaluation of the Schools development plan, and advise the Principal on the likely consequences of all proposed courses of action, where material.
  • Providing reports to the Principal as and when required, and advising the Principal in matters regarding the areas of responsibility set out in this document
  • Safeguarding

  • Abide by the school safeguarding policy and keep abreast of any changes.
  • Qualifications/Skills

  • A degree from a reputable university with at least 5 years of relevant experience is preferred.
  • In-depth knowledge of operational and human resource matters, with senior management experience
  • Excellent people management skills
  • Adaptable and possess ability to work in a fast-paced environment
  • Previous experience working in a start-up environment is highly preferred
  • Prior work experience in an international school environment is essential
  • To Apply:

    To apply for this position, please email the following documents to recruitment@nlcssingapore.sg before the application closing deadline listed in our job posting

  • A completed NLCS application form (which can be found on the schools website)
  • A Cover Letter, stating your suitability for the role
  • A copy of your CV
  • Please note that incomplete submissions will not be processed and only shortlisted candidates will be contacted for interviews.

    Tell employers what skills you have
    Excellent Communication Skills
    Strategic Planning
    Operations Management
    Risk Management
    Organizational Development
    Cultural Diversity
    Team Leadership
    Human Resource
    Data Protection Management
    project management skills

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