HR Coordinator

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.