Rugby School Japan was established in September 2023 to champion a new era of British international education in Japan. It is Rugby’s second international sister school. The School is a co-educational day and boarding school based on a campus within walking distance of a baseball stadium, football pitch, lake and running track in Kashiwanoha Park.
Rugby School Japan shares Rugby’s ethos of ‘the whole person, the whole point’: the School believes in taking education beyond the classroom and nurturing the whole person – in mind, body and spirit – to give pupils a holistic sense of self and to enable them to achieve in all areas of life. Rugby School Japan aims to become a benchmark for British education worldwide.
The HR Officer is responsible for providing high-quality HR advice and support to employees, line managers and the School’s leadership team under the direction of Corporate HR. The successful candidate will play a key role in providing HR support, maintaining HR workflows and systems. Although the post holder may be responsible for a specific HR function as required, they will initially be working within a small team, and so will also be required to be a generalist with a good understanding of all HR activities and processes.
KEY RESPONSIBILITIES:
General Requirements
Interpret and advise on HR policies, giving guidance and support to the senior leadership team, middle leaders and employees on all HR related issues.
To promptly and effectively deal with enquiries from different Employees.
Update and maintain employee personnel files (electronic and paper files).
Monitor and review service effectiveness, including the provision of HR data and reports.
Implement and oversee staff onboarding and offboarding.
Maintain clear and up-to-date databases
Support the development of the School’s HR Information System ensuring that the information held is meaningful and accurate.
Produce HR-related letters, reports and other documentation to the highest standard of presentation.
Ensure the confidentiality of all HR personnel-related information at all times.
Ensure that the Department’s safeguarding responsibilities are fulfilled. This includes completing any safeguarding training that is required, ensuring that safer recruitment practices are followed and updating and maintaining the content of the School’s Single Central Record
Any other reasonable task and within the capabilities of the post holder, as delegated by the line manager or senior leadership team.
In addition to these general responsibilities, the HR Officer may also be responsible for one or more of the areas identified below:
Recruitment and Selection
Responsible for administrating the Recruitment Process in accordance with Safer Recruitment Practices.
Draft recruitment adverts for all School positions in conjunction with the SLT, and advertise using appropriate media.
Work with the School’s marketing team to agree on suitable media for advertising.
Be responsible for the School’s applicant tracking system.
Monitor the School’s recruitment email inbox and respond to applicant enquiries.
Provide a positive candidate experience by responding promptly to queries, ensuring a quick turnaround time for adverts and keeping candidates appraised on the status of their application.
Organise interviews for short-listed candidates.
Organise selection tests and interview questions for each position.
Act as HR representative on interview panels if required.
Ensure that the panel are provided with copies of interview questions and application forms.
Organise feedback for unsuccessful candidates, where requested.
Ensure that all recruitment literature (including on RSJ’s website) is accurate and attractive.
Provide reports, feedback and metrics as required to improve processes.
Onboarding, Offboarding, Probation and Corporate Offers
Responsible for new hires,, from appointment through to starting at RSJ.
Provide regular updates with both hiring managers and new hires to maintain engagement in the process.
Responsible for the distribution and collation of all documentation, including ensuring immigration requirements are satisfied before new hires commence employment.
Liaise with the Immigration Lawyer for Visa related matters.
Ensure all new hires have completed safeguarding training prior to commencing employment.
Responsible for the development and administration of the new staff induction process, ensuring that all new staff are given a comprehensive induction programme irrespective of sponsorship status.
Liase with Social Security Specialist regarding the enrolment and cancelation of the PMAC(Promotion and Mutual Aid Corporation for Private Schools of Japan 私学共済） Social Security Package.
Coordinate with other administration departments on start dates to ensure timely submission of information to enter new hire details onto payroll.
Responsible for the development, administration, and timely completion of the probationary process, ensuring all new staff are supported through this process.
Liaise with marketing to produce appropriate material to be accessed by staff.
Provide reports, feedback and metrics as required to improve processes.
Assist in monthly timesheet management to ensure accurate payroll data.
Responsible for conducting the off-boarding processes necessary for departing Employees - including but not limited to liaising with the necessary vendors, such as Relocation Agents, Travel Agents, Employer-Provided Accommodation (EPA) Management Companies, etc.
Responsible for the application and completion of Rental Agreements for EPA in coordination with RSJ Corporate Office (Legal / HR)Provide necessary assistance
Assist Employees with all HR-related matters and enquiries which may include contacting City/Ward offices, PMAC, Social Security Specialist, Immigration Lawyer, and other necessary organisations on the Employee’s behalf.
The following duties shall be deemed to be included in the professional duties which staff may be required to perform:
Appraisal and professional development
Participate in arrangements made for staff appraisal and professional development.
Undertake such training as may be reasonably required by the School to adapt to the changing requirements of the School or as may be necessary to fulfil the School's statutory or regulatory obligations.
To undertake mandated job related training as required and instructed by the School.
Additional professional responsibilities
Fulfil wider professional responsibilities by making a positive contribution to the wider life and ethos of the School.
Child protection, discipline, health and safety
Safeguard and promote the welfare of all the children and young people at Rugby School Japan.
Maintain good order and discipline among the pupils and safeguard their health and safety both when they are on the School premises and when they are engaged in authorised School activities elsewhere.
Ensure all staff act in accordance with Rugby School’s policies and procedures.
Equality and diversity
Acting in accordance with Rugby School Japan’s equality and diversity policy, maintaining a fair and consistent manner in all actions.
Flexibility
Undertake such other reasonable duties from time to time as the School may reasonably require.