Job Description Ref No:
Job title Recruitment & HR Support Executive
Directorate / Region East Asia Department/Country HR/Malaysia
Location of Post Malaysia
Singapore Job Grade / Pay band H
Reports to Senior Human Resources Duration of Contract Permanent
Purpose of Job:
To support the Senior Human Resources Manager in providing HR services by ensuring full compliance to HR policies, corporate
policies as well as local laws.
Context and Environment:
The incumbent will provide support mainly to Teaching Centres in Kuala Lumpur and other offices in Penang, Sabah and
Sarawak and East Malaysia’s English Language Teacher Development Project when necessary.
Accountabilities, responsibilities and main duties:
Support Teaching Centre Staff Administration in co-ordinating with external appointed agency in obtaining the
1. approvals for Ministry of Education approval, Professional Visit Passes, Employment Passes, Dependent Passes
and Teaching permits)
Administration of all the necessary documentation of managers/teachers in accordance with the Ministry of
Education, Malaysian Immigration Department (MID) and British Council requirements:
1. To prepare and issue employment contracts for new managers/teachers.
2. To ensure and co-ordinate that all required documents by Malaysian authorities are duly provided by managers
/ teachers on a timely manner.
3. Applications are made upon employment for managers’ / teachers’/ non-teaching staff (except those on
diplomat status) professional visit passes, employment passes and dependent passes for their dependants.
4. To check and verify the immigration consultant invoices, as per service granted and issue PO’s for payment for
5. To maintain a log of managers’ / teachers’ contract, professional visit, employment, dependent passes, visas
and teaching permits.
6. Update the log on CRB forms.
7. To prepare letters to open Bank accounts with HSBC as and when requested and approved by DDELS.
8. To register for BUPA scheme on timely manner and manage teachers/ managers and their dependants.
9. To register for Tokio Marine insurance coverage for HP and part-time teachers, where applicable.
10. To remind managers and teachers 5 months prior to the end dates of their contracts in order to facilitate timely
discussions of renewal or non-renewal.
11. To monitor and make arrangements for renewal of managers’ / teachers’ professional visit, employment and
Standards dependent passes and visas well before expiry date.
12. To monitor and make arrangements well before managers’ / teachers’ final departure for the cancellation of
professional visit, employment and dependent passes and visas
13. To prepare managers/teachers letters of termination of contract, EPF withdrawal and Income Tax clearance.
14. To keep DDELS updated on any changes on immigration policies.
Administration of all the necessary documentation of managers/teachers in accordance with the
requirements of the State Education Department:
1.To apply for new teaching permits for all teachers upon endorsement of Employment Pass (EP) on passport.
2.To renew all teaching permits annually for existing teachers.
3.To update the State Education department and to cancel teaching permit of teachers as and when they leave.
4.To update statistics of Teaching Centre annually ie: data of teachers, student enrollment statistics- foreign &
local, course structure and fees etc.
5.To process application of Board of governors and to update as and when UK appointed staff under all director
6.To process Teaching license every 5 years.
7. To liaise with State Education Department or seek further clarification when need arise.
To ensure clear and consistent systems for both internal and external recruitment, compliance with corporate policy
and provide support to recruiting managers.
All recruitment exercises meet corporate standards and records are kept as necessary.
All documentation are completed in line with corporate requirements.
Equal opportunities and diversity policies are built into both internal and external recruitment.
Standards Recruitment schedules are delivered to the time scale agreed with recruiting manager.
A clear format of recruitment policies is readily accessible to all staff.
Meet satisfaction targets for equality and transparency of recruitment process in the annual staff survey.
Produce and communicate annual statistics on recruitment by the end of each financial year.
To maintain teaching centre and local staff records in accordance with corporate standards and in compliance with
Malaysian laws and regulations.
All newly recruited staff members, full time and part time, are issued with the appropriate contracts.
All staff records and documentation are comprehensive, up to date and in accordance with corporate and local
Access to staff records by management and individuals to their own files are properly managed.
Leave and TOIL records of all teaching centre and national staff are accurate, up to date and carried over in
accordance with corporate standards.
Expatriate staff have valid employment passes or work permits.
4. Logistics Management
Organise accommodation and transfer arrangement for newly recruited managers/teachers.
Coordinate on personal effects arrangement for incoming and outgoing managers/teachers.
Standards Manage travel arrangement for managers and teaching staff.
Coordinate with Finance team on the advance loans of up to three months for advance payment for lease of
apartment or house.
5 Teaching Staff Administration (Medical Insurance , EPF & Tax)
Ensure that teaching staff and their spouses / dependents eligible to register with the British Council BUPA
medical insurance scheme do so on commencement of their employment.
Ensure that teaching staff and their spouses / dependents eligible to register with the local Tokio Marine
medical insurance scheme do so on commencement of their employment.
Liaise with Finance or/and Payroll on EPF matters and tax clearance for all managers, full-time contract and
hourly paid teachers prior to departure.
Liaise with Finance section or/and Payroll to ensure calculation, preparation and payment of all monies due to
managers / teachers after final clearance.
To participate in ad hoc tasks and assignments as required and delegated by the Senior Human Resources
To ensure tasks and assignments meet British Council policies, standards, requirements and deadlines.
To stand as back-up for Human Resource functions, when need arise.
Standards Undergo developmental activity (formal and informal) in accordance with personal development plan , as
agreed with line manager.
To keep abreast of developments in area of work, both externally and within the British Council network of
Internal Business Stakeholders
Other important Features or requirements of the job:
Preferred experience working in a foreign MNC environment. Well versed with local work legislation and culture.
The post is specifically for Malaysians or holders of Malaysian Permanent
Please specify any passport/visa and/or Residence status.
Pre-employment medical check-up and reference checks will be carried out
Please indicate if any security or legal prior to successful appointment to the post. Incumbent might be required to
checks are required provide police check record.
for this role.
Essential Desirable Assessment Stage
More Demanding (MD)
Most Demanding (MsD)
Creating Shared Purpose (E) X Shortlisting and Interview
Connecting with others (E) X Shortlisting and Interview
Working Together (MD) X Shortlisting and Interview
Being Accountable (E) X NA
Making it Happen (E) X NA
Shaping the future (E) X NA
Skills and Knowledge
Knowledge of relevant areas X Shortlisting and Interview
of local HR legislation and
Accurate and well-organised
in detailed administrative
Minimum 2 years of relevant X Shortlisting and Interview
experience – Resourcing,
Expatriate Management and
Minimum Diploma/Degree in X Shortlisting and Interview
Professional HR X
qualitification and knowledge
of relevant areas of local HR
legislation and immigration
Submiited by: Siva Sivalingam Date: 22 August 2012