Human Resources cum School Manager

Position Overview

The HR / School Manager is a key administrative and operational role responsible for managing the school’s human resources, administration, campus operations, regulatory compliance and coordination with local authorities as well as service providers.

The role requires a hands-on professional who can effectively manage staff-related matters while ensuring that the school’s premises, facilities, operations, documentation and practices comply with applicable Singapore laws, regulations, licences, permits as well as authority requirements.

The School Manager will work closely with the Head of School, senior leadership team, teachers, administrative staff, students, parents, vendors, contractors and relevant government / statutory authorities.

Key Responsibilities

1. Human Resources Management

• Manage the employee lifecycle, including recruitment, onboarding, probation, confirmation, performance management, staff development and onboarding.

• Coordinate recruitment for teaching, administrative, operations and support staff.

• Prepare employment contracts, appointment letters, HR letters, handbook / policies and other HR documentation.

• Maintain accurate and confidential personnel records.

• Manage staff attendance, leave, medical leave, employee records and HR administration.

• Prepare monthly payroll, including CPF contributions, IRAS 8A/21 submissions and withholding tax (where applicable).

• Primary contact with government authorities on HR related matters, including grants, surveys and queries.

• Support work pass administration for eligible foreign employees.

• Oversee preparation of Academic Board and Examination Board documents for SWDA submission, including the submission of teachers' details to Gobusiness for approval.

• Analyze current and future workforce needs, succession planning and staffing strategies

• Prepare and present HR reports to management.

• Collaborate with senior leadership to align HR strategies with organizational goals.

• Ensure HR practices are aligned with applicable Singapore employment requirements.

• Handle employee relations, grievances, disciplinary matters and staff welfare issues in consultation with school leadership.

• Coordinate staff appraisals, professional development, training and staff engagement activities.

• Ensure appropriate employee onboarding, including school policies, safeguarding, health and safety, and operational procedures.

• Maintain staff confidentiality and exercise sound judgement when dealing with sensitive matters.

2. School Administration & Daily Operations

• Oversee the smooth day-to-day administrative and operational functioning of the school.

• Develop, implement, and maintain effective administrative systems and Standard Operating Procedures (SOPs).

• Coordinate school events, meetings, activities, logistics and operational requirements.

• Support the Head of School and leadership team with administrative planning and operational matters.

• Coordinate communication between academic, administrative, facilities and support teams.

• Maintain critical documentation such as school records, licences, certificates, contracts, permits and inspection reports.

• Monitor office supplies, equipment, inventory, assets and general administrative requirements.

• Assist with procurement, quotations, purchase orders and expense monitoring.

• Ensure operational issues are identified and resolved promptly.

3. Regulatory & Statutory Compliance

• Maintain a central compliance calendar covering relevant licences, permits, inspections, renewals, submissions, training and statutory requirements.

• Liaise with relevant Singapore government agencies, statutory boards, local authorities on school operational and compliance matters.

• Coordinate required applications, renewals, declarations, inspections, submissions and correspondence.

• Maintain proper records of licences, approvals, inspection reports, correspondence, certificates and corrective actions.

• Monitor regulatory changes relevant to the school's operations and escalate significant changes to management.

• Coordinate with external consultants, contractors and specialist service providers where professional advice is required.

• Ensure that required corrective and follow-up actions arising from inspections or authority requirements are completed within the stipulated timelines.

4. Fire & Emergency Safety

• Coordinate the school’s fire and emergency preparedness requirements with relevant authorities and qualified service providers.

• Maintain records relating to fire safety equipment, inspections, servicing, emergency procedures and drills.

• Coordinate scheduled servicing and maintenance of fire safety and emergency equipment.

• Support the implementation and review of emergency response procedures.

• Coordinate fire evacuation and other emergency drills.

• Ensure findings from inspections or drills are documented and appropriately followed up.

• Liaise with the relevant authority or appointed fire-safety professionals when required.

5. Government & Regulatory Authorities

The School Manager will coordinate with other relevant authorities and agencies as required by the school's activities and licences, which may include:

• Skills and Workforce Development Agency (SWDA)

• Cambridge International

• Managing Agents and Landlord of the respective campuses

• Ministry of Education (MOE)

• Ministry of Manpower (MOM)

• National Environment Agency (NEA)

• Singapore Civil Defence Force (SCDF)

• Building and Construction Authority (BCA), where applicable

• Urban Redevelopment Authority (URA), where applicable

• Land Transport Authority (LTA), where applicable

• Personal Data Protection Commission (PDPC)

• Other statutory boards, government agencies and local authorities relevant to the school's operations

6. Campus, Facilities & Vendor Management

• Oversee the school's facilities, cleanliness, maintenance, security and general campus presentation.

• Manage relationships with cleaning, security, pest control, maintenance, waste-management, landscaping, transport and other service providers.

• Review quotations and have operational oversight of the procurement of operational services.

• Monitor contractor performance, service quality, costs and contractual obligations.

• Maintain preventive maintenance schedules and service records.

• Coordinate repairs, maintenance works, renovations and improvement projects.

• Ensure contractors follow the school's safety, safeguarding, access-control and operational procedures.

• Ensure up-to-date register of critical equipment, servicing schedules, warranties and certificates.

7. Health, Safety, Risk & Emergency Management

• Support the school's overall health, safety, security and risk-management framework.

• Conduct or coordinate appropriate risk assessments for school activities and operational areas.

• Maintain emergency response plans and relevant contact lists.

• Coordinate emergency drills and incident-response procedures.

• Ensure maintenance of records of accidents, incidents, corrective actions and follow-up measures.

• Close partnership with the Head of School and relevant personnel to ensure a safe environment for students, staff and visitors.

8. Data Protection & Confidentiality

• Ensure appropriate handling and storage of employee, student, parent and school information.

• Support compliance with the Personal Data Protection Act (PDPA) and the school's internal data-protection policies.

• Ensure access to confidential records is appropriately controlled.

Qualifications & Experience

• Degree in Human Resources, Business Administration or a related discipline.

• Minimum 5 years of relevant experience, preferably in an international school, private school, education institution, or similar organisation.

• Demonstrated experience in HR administration and school/office operations.

• Experience coordinating regulatory, licensing, compliance, facilities, or statutory matters in Singapore.

• Familiarity with Singapore employment regulations and government processes.

• Experience liaising with government agencies, statutory boards, contractors, and external service providers is highly desirable.

• Strong written and spoken English.

• Good working knowledge of Google Workspace and administrative systems.

Desired Skills & Competencies

The successful candidate should be:

• Highly organised and detail-oriented

• Proactive and hands-on

• Strong in compliance and documentation

• Comfortable dealing with government agencies and external stakeholders

• Able to manage multiple deadlines and priorities

• Strong in communication and interpersonal skills

• Discreet and trustworthy when handling confidential information

• Good at problem-solving and managing operational issues

• Commercially aware with good vendor and procurement skills

• Able to work independently while supporting senior leadership

• Calm and effective during emergencies or unexpected operational situations

• Comfortable working in a multicultural and international school environment