HR Admin Assistant
Singapore
Non-Academic – Human Resources /
Full Time (Permanent) /
On-site
About GESS
As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school.
We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”. We stand out as the only German school abroad nominated for this award.
The HR Admin Assistant will be highly organized and detail-oriented to support the HR Team in its day-to-day operations. This is a campus-based role, and the ideal candidate will be responsible for MOM related administration, maintaining employee records, managing HR documents, assisting with the recruitment processes, and supporting employee onboarding and offboarding.
Responsibilities and Accountabilities
HR ADMINISTRATION
- Maintaining and updating employee records (e.g., personal information, job history, and leave) in HR systems and databases.
- Preparing employment contracts, offer letters, and other HR-related documentation.
- Assisting in organising and coordinating employee onboarding, induction, and training sessions.
- Handling routine HR queries and provide administrative support to HR staff and other departments.
- Manage sensitive information with the utmost confidentiality and discretion.
- Handle organisational administrative duties such as responding to leave enquiries, attending to walk-ins and redirecting of queries to relevant HR specialists.
- Maintain accurate and up-to-date employee records, including personnel files, HRIS data, Infotech system and other HR-related documents.
- Use systems, including but not limited to; Canfigure, Lever, InfoTech, Veracross or any other related systems for the onboarding, data maintenance/updating and offboarding.
- Attend to HR and Recruit inbox inquiries and redirect to the HR person-in-charge.
- Background checks: assist with bulk upload of staff details onto HireRight system.
TALENT ACQUISITION
- Work along side with HR team to provide a seamless and enriching onboarding experience for all new joiners.
- Help support with the preparation of recruitment fair materials.
- Send reference request letters as part of the recruitment process.
- Coordinate recruitment efforts, including but not limited to, posting job openings, reviewing resumes and conducting screening interviews.
- Provide onboarding guidance to successful candidates including support with work pass related administration.
STAFF ENGAGEMENT & RELATIONS
- Assist in preparation of Long Service Awards, Birthday cards, Employment Confirmation and other related written communication to staff as and when required.
- Coordinate the wellness hampers for staff.
- Support with preparation of welcome bags.
- Keep track and assist in stock take for GESS merchandise under HR department.
HR COMPLIANCE / OPERATIONS SUPPORT
- Stays current with employment laws, regulations, and other legal requirements related to personnel management.
- Supports with work pass renewals and education verification checks during peak periods.
- Ensuring HR policies, procedures, and records comply with legal and regulatory standards.
- Supports with work pass applications under guidance.
- Document preparation, such as Confirmation of Employment letter requests.
- Assist in sending leave application reminders to all academic staff to ensure accuracy of absence records.
- Ensure the electronic personnel files are kept up to date, well-organised and easy-to-navigate for new and existing staff.
- Ad hoc: Participate in HR projects/events as assigned by the Director of Human Resources.
Knowledge and Experience
- Diploma in Human Resources, Business Administration, or a related field preferred.
- Proven experience as an HR Administrator, HR Assistant, or similar role.
- Experience working with MOM regarding employment matters is essential.
- Strong knowledge of HR functions, employment laws, and best practices.
- Proficient in MS Office (Excel, Word, Outlook); experience with HRIS systems is a plus.
- Attention to detail and ability to handle confidential information.
- Hands on knowledge of working on ATS for Talent Acquisition
- Knowledge of Singapore employment law and fair recruitment practice.
- Excellent organizational and multitasking skills.
- Strong written and verbal communication skills.
- Interest and affinity with working in the education sector.
Fair Recruitment and Safeguarding: We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, sexual orientation, marital status, pregnancy status, caregiving responsibilities, race, religion, language or disability. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks. Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.
