HR Specialist

Ideal Candidate Profile

HJIS is seeking a detail-oriented, organized, and proactive HR Specialist to support the daily operations of the Human Resources function. The successful candidate will manage staff onboarding and offboarding, employee administration, housing arrangements, insurance and employment-related procedures, and general HR inquiries.

The ideal candidate is proactive, dependable, and able to handle confidential information with discretion. They will work closely with employees, school leadership, external organizations, and internal departments to ensure smooth HR operations and provide effective support to HJIS staff.

Key Responsibilities:

1. Staff Onboarding and Offboarding

• Coordinate and complete staff onboarding and offboarding procedures, including:
  • Visa applications, renewals, and related documentation.
  • Social insurance procedures, including Shigaku Kyosai.
  • Employment insurance procedures through Hello Work.
  • Staff housing arrangements and related administrative procedures.
  • Arrival support and ward office registration procedures.
  • Workspace and office setup arrangements.
  • Transportation and commuting allowance applications.
• Provide administrative guidance to new and departing staff and ensure required documentation is completed and submitted on time.

2. Staff Housing Administration

• Manage staff housing procedures, including lease contracts, renewals, and related documentation.
• Coordinate housing-related insurance, utilities, and other necessary arrangements.
• Provide staff orientation regarding housing procedures and responsibilities.
• Assist teachers with understanding and responding to official or administrative correspondence received at their apartments.

3. Employee Administration and Leave Management

• Collect monthly work reports from part-time employees and share the information with relevant staff for salary processing.
• Monitor and manage paid leave records for part-time employees.
• Prepare and issue employment-related certificates and other official documents upon request.
• Coordinate administrative procedures related to maternity leave, paternity leave, and leave arising from work-related accidents.
• Maintain accurate employee records and ensure HR documentation is properly organized and updated.

4. HR Communication and Staff Support

• Manage HR-related communications and respond to staff inquiries, directing matters to the appropriate departments when necessary.
• Coordinate the handling and distribution of incoming correspondence and other administrative communications.
• Provide administrative support for day-to-day HR operations and staff-related matters.
• Assist staff with HR procedures, required documentation, and general employment-related inquiries.

5. Compliance and Administrative Support

• Prepare and organize HR-related documents required for audits, inspections, and other compliance purposes.
• Support the timely completion and submission of required employment, insurance, and immigration documentation.
• Maintain accurate, confidential, and accessible HR records in accordance with school procedures and applicable requirements.
• Coordinate with relevant internal departments and external organizations as necessary.

6. Other Duties

• Perform other HR-related administrative duties as required.
• Undertake other duties as reasonably requested by the HR Manager or Head of School (HoS).

Required and Preferred Qualifications

Education and Experience

• Bachelor’s degree or equivalent experience in Human Resources, Business Administration, or a related field preferred.
• Previous experience in HR administration, office administration, or a similar role is preferred.
• Experience handling employee documentation, insurance procedures, or immigration-related paperwork in Japan is an advantage.
• Familiarity with Japanese employment practices and administrative procedures is preferred.

Knowledge, Skills, and Attributes