Director of Operations & HR

NLCS (Singapore) believes that each employee makes a significant contribution to our success and that contributions should not be limited by the assigned responsibilities.

Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the employee, nor NLCS (Singapore), to only the work identified. It is the expectation of the school that each employee will offer his/her services wherever and whenever necessary to ensure the success of our organisation.

Our School is committed to safeguarding and promoting the welfare of children and young people. The School expects all teaching staff, non‐teaching staff and volunteers to share and uphold this commitment.

Each employee is personally responsible for their own acts of discrimination, harassment or victimisation carried out during their employment, whether or not the employer is also liable. Any attempt to instruct, cause or induce another person to discriminate, harass or victimise a third person will be subject to disciplinary action.

Main functions

1. As a member of the Team, play a key role in the management and development of the School.
2. To safeguard and optimise the value and use of NLCS (Singapore)’s assets and ensure they are used to best effect in pursuing the School’s aims and objectives.
3. To have overall managerial responsibility for the day to day operation of non-academic functions (excluding Marketing and Admissions)
4. To work with the School funders to ensure that the School complies with its legal, regulatory, constitutional and statutory obligations, as appropriate, including the identification and management of risk of the School, together with the Principal.
5. Other duties as may be reasonably agreed with the Principal from time to time.
6. To provide reports, as required, to the Principal, the Operating Company, or the Governing Body.

Specific Responsibilities

Risk Assessment, Health and Safety

1. With the Principal, identify key risks to the School’s educational, staff, financial, physical and information resources, including school trips and visits and monitor and update the written policies, procedures and standards by which those resources are to be managed securely and effectively. Be responsible, with the Principal and Governing Body, for the management of risk.
2. Provide Health and Safety advice to the School and its employees and ensure compliance with relevant Health and Safety legislation. Chair the School’s Health and Safety Committee and report to the Governing Body on matters covered.
3. Manage and oversee all aspects of emergency health and safety measures, for example in the application of restrictions related to a pandemic
4. Take responsibility for the development, implementation and ongoing evaluation of the school’s fire safety procedures

Legal and other matters

1. In conjunction with the school’s Operating Company, ensure that the School meets its compliance obligations in all areas of activity including, but not limited to:
2. Take responsibility as the school’s Data Protection Officer
3. Ensure the completion and submission of statutory and other returns as required by any relevant governmental bodies (including the Committee of Private Education), and ensure all statutory registers are kept up to date.
4. Ensure that the school’s non-academic functions meet all requirements placed on them through EduTrust
5. Be responsible for recording all contracts, and deal with the legal actions of the School.
6. Keep abreast of legislation and best practice in financial, personnel and administrative matters and advise the Principal and Operating Board on appropriate changes in policy and practice in these areas.

Estates and Assets

1. Manage the School’s contracts for the estates and assets and personnel with particular reference to the development of School facilities, routine and planned maintenance, upkeep of the grounds and Health and Safety and security.
2. Be responsible for negotiating, drawing up, monitoring and enforcing all Service Level Agreements and Contracts operated by the School, including transport, catering, landscaping, cleaning etc.
3. Provide leadership and guidance to the school’s Facilities Team
4. Provide leadership and guidance to the school’s Operations Team, ensuring that they provide high service levels to the school

Business Administration

1. Be responsible for the day to day practices that support school operation, including, but not limited to:
   1. Ensuring that invoicing and fee collection procedures are implemented in line with policy
   2. Dealing with fee enquiries as per referrals from the finance team
   3. Oversee the procedures surrounding the collection of overdue school fees, ensuring that approved policies are implemented, and with specific responsibility for communication with parents
   4. Take oversight of the school’s purchasing activity, ensuring that approved policies are strictly adhered to, and dealing with all enquiries from budget holders
   5. Manage the administration of the School’s insurance policies.
   6. Take responsibility for the formulation of the annual school budget proposal, to be presented to the Principal, including ensuring that justifications are received for all proposals.
   7. Take oversight of the school’s internal budget reporting to budget holders
   8. Take responsibility for the development and monitoring of procedures relating to the use of the school site out of hours
   9. Retain oversight of Business Administration policies and advise the Principal of any changes that are needed

Human Resources

1. Overall responsibility for the appointment and professional development of all non-teaching staff.
2. Oversight of the deployment of non-academic staff and allocation of duties
3. Oversight of the appraisal and professional development processes for all non-academic staff
4. Ensure contracts of employment are in place for all staff.
5. Oversight of all on-boarding procedures and activities.
6. Lead the development of staff policies, and other personnel matters.
7. Ensure compliance with all statutory obligations and school policy adherence relating to personnel and payroll.
8. Annual Leave Management including recording leaves/ approvals of leave applications and managing leave balance (sick leave included)
9. Oversee all procedures relating to EP/S-Pass/Work Permit and LOC applications.
10. Oversight of the monthly attendance records, in coordination with the accounts/payroll personnel.
11. Take oversight of the HR communication with new academic staff on issues related to their transition into Singapore (housing, taxation, set-up costs, etc)

General Leadership and Management

1. As a member of the Team, share in the general direction and management of the School, reporting to the Principal
2. Contribute to the overall strategic development of the School. Prepare relevant documentation and strategy options with the School Team.
3. Contribute to the preparation and subsequent evaluation of the School’s development plan, and advise the Principal on the likely consequences of all proposed courses of action, where material.
4. Providing reports to the Principal as and when required, and advising the Principal in matters regarding the areas of responsibility set out in this document
5. Give oversight to the operation of the school’s medical centre, ensuring that it offers appropriate support for our students

Safeguarding

1. Abide by the school safeguarding policy and keep abreast of any changes