AIMS International Malta will be assisting our client who operates within the education industry with finding an HR Coordinator to join their team.
Responsibilities
- Coordinate onboarding and off boarding processes for teaching and support staff, ensuring documentation, contracts, systems access and records are completed accurately and within established timelines.
- Maintain accurate and confidential employee records in line with GDPR, internal policies and statutory record-keeping requirements.
- Prepare employment documentation including contracts, letters, forms and HR correspondence.
- Monitor probation periods and support timely follow-up with managers and HR.
- Maintain and update organisational charts, HR trackers, employee files and job descriptions.
- Support recruitment processes including job postings, interview coordination, candidate communication and onboarding preparation.
- Act as a first point of contact for day-to-day HR queries, providing guidance on standard HR processes and escalating more complex matters where appropriate.
- Support employees and managers professionally and confidentially across routine HR matters.
- Coordinate documentation and administrative processes related to work permits, visa applications, Identità Malta requirements and employee registrations.
- Support compliance with Maltese employment legislation, GDPR, safeguarding obligations and Health & Safety requirements.
- Support annual administrative processes including teacher warrants, NoE applications, LSE documentation and statutory submissions.
- Liaise with internal departments and external authorities to ensure HR documentation and processes remain accurate and compliant.
- Support payroll preparation activities, ensuring HR data and employee changes are communicated accurately and within deadlines.
- Coordinate employee benefits administration including health insurance and related documentation.
- Support preparation of HR reports, trackers and operational data as required by the Head of HR.
- Contribute to the smooth and efficient running of HR operations through effective organisation, coordination and follow-up.
- Support implementation and improvement of HR procedures, systems and administrative practices.
- Assist with HR projects, staff initiatives and employee engagement activities where required.
- Support the ethos and values of the school in all interactions with staff and stakeholders.
Requirements
- Bachelor’s Degree in Human Resources, Business Administration, Psychology or a related field.
- 2–3 years’ experience in HR administration, recruitment or employee lifecycle coordination.
- Familiarity with Maltese employment processes and regulatory requirements is considered an asset.
- Candidates must be eligible to work in Malta and the European Union at the time of application.
- Good understanding of HR processes and employment practices.
- Strong organisational and administrative skills with attention to detail.
- Excellent command of English, both written and spoken.
- Ability to handle sensitive and confidential information with discretion.
- Ability to manage multiple tasks and priorities effectively.
- Proficiency in Google Workspace and cloud-based services and HR systems.
- Proactive, solution-oriented approach to work.