School image


Phoenix House International SchoolTokyo, Japan.

The HR Manager will be responsible for the provision of quality HR services to the School and for ensuring that all aspects of regulatory compliance required are being observed and communicated effectively throughout the School community. The role will involve collaboration with many other staff, most notably the Head of School and Board of Directors. The responsibilities will vary from time to time as the needs of the School determine. 

Professional Responsibilities

  • The post holder will be required to exercise her/his professional skills and judgement to carry out, in a collaborative manner, the professional duties set out below. Job responsibilities will include, but are not limited to:
  • Recruitment and Selection
  • Managing recruitment and selection processes, including placing advertisements, completing shortlisting packs, interview arrangements and vetting checks, in line with safer recruitment responsibilities.
  • Ensure that all pre-employment checks and processes including the collection, verification and recording of essential documentation, Disclosure Barring Service/background checks are completed to a high standard to agreed deadlines
  • Ensure that contracts, offer letters, changes to terms and conditions and other written communications are to a high standard, on time and in accordance with CEAPS templates and Japanese labour law
  • Ensure all tax, health and pension registrations are completed in conjunction with the Finance Manager
  • Facilitate procurement of certificate of eligibility and visa for staff
  • Organise and facilitate staff apartment lease and ongoing liaison with management company (KenCorp)
  • Set up apartments for new staff arrival - beds/linen, white goods, tea/coffee, milk, cups etc
  • Plan for, communicate and book with local agents for arrival of new staff - international flights and shipping
  • Meet new staff on arrival at the airport and escort them to their new apartments, explaining use of basic white goods e.g washing machine

 Employee Relations

  • Advise managers on casework including Disciplinary, Grievance, Capability, Sickness Absence and Probation, in line with CEAPS contracts and policies 
  • Monitor staff attendance and punctuality in line with CEAPS policies and procedures.
  • Manage staff absence in line with CEAPS policy, complete return to work interviews and Occupational Health referrals.
  • Interpret and advise on Japanese labour law requirements.

 Training and CPD

  • Ensure that personal development/training includes regular refreshers in international human resource matters.
  • Plan and sometimes deliver training, including induction of new staff. 
  • With Head of School, analyse and identify training needs for teaching and support staff 

Pay and payroll

  • Offer advice and support to staff with regards to pay and personnel issues. 
  • Liaise with the Head of School on job evaluations, providing necessary paperwork.
  • Be responsible for annual pay progression processes, ensuring this is accurate and in line with the CEAPS’s pay policy and pay scale.
  • Review payroll reports in conjunction with the Finance Manager.

 Performance management

  • With Deputy Head of School ensure that performance management and appraisal processes are being followed
  • Ensure appraisals are conducted in a timely manner.

 HR Reports

  • Provide Head of School and BoD with reports on HR data on a regular basis and/or as requested.

HR Administration

  • Ensure iSAMS HR personnel records are kept up to date at all times for both permanent and temporary staff.
  • Ensure the Single Central Record is accurate, up to date and maintained in line with CEAPS requirements.
  • Be responsible for the inputting and quality of data on all HR records and files. Also ensure the effective maintenance of both manual and electronic personnel records, including storage and archive.
  • Ensure the safe and secure maintenance of personnel files, storage and archive systems.
  • Maintain employee records in discussion with the CEAPS payroll provider. 
  • Schedule the performance appraisal procedure for both teaching and support staff.  
  • Support trade union meetings and arrangements and provide administration support to key human resources meetings and activities as required.  
  • Attend meetings relating to personnel issues and take accurate minutes of the meetings. 


  • Liaise with CEAPS and be the point of contact for PH in relation to human resources 
  • To liaise with external agencies and organisations as necessary, e.g. government departments, trade unions, recruitment agencies etc.  
  • Be aware of changing Japanese Labour law and new developments and innovations.
  • Ensure that up-to-date guidance and procedures relating to human resources matters are understood and implemented at all times. 
  • Carry out any other reasonable duties within the scope of the post as directed by the Head of School and BoD. 

Personal Specifications


  • Experience of managing HR in an international school setting
  • High level of interest in and passion for international school education
  • Experience of contributing to policy development, implementation and review

Knowledge, skills and abilities

  • An understanding of online management information systems e.g. iSAMS
  • Ability to be a good team player with a good understanding of how teamwork contributes to harmonious school life and purposeful school development.
  • Excellent verbal and written communication skills.
  • Ability to work under pressure, prioritise tasks and manage time effectively in order to meet deadlines.

Disposition – evidence of

  • Commitment to excellence and to significantly contribute to the success of the company
  • Personal and intellectual qualities required to work alongside and set an example to others.
  • Ability to work on own initiative and be proactive.
  • Flexibility, drive, energy and enthusiasm.
  • Approachability and a sense of humour.

If you are keen to be involved in building a brand new school in Tokyo and feel excited by the challenges this brings, then we look forward to hearing from you.

Phoenix House International School is managed and operated by Clarence Education Asia.

Applications are invited through the TES application portal with application form & a letter of application.

Closing date for applications: Friday 30th April 2021. Early applications are encouraged.

The interview process will take place during May 2021. Due to COVID-19, in-person school visits may not be possible.

For more details about our school, please visit our website:

Phoenix House International School is committed to safeguarding and promoting the welfare of children. Short-listed candidates will undergo background checks, including following-up references with previous employers.

Supporting documents

Please note that you are wholly responsible for fact checking in respect of the information provided by schools. Please also check for the latest visa and work permit requirements that may apply. Tes is not responsible for the content of advertisements or the policies adopted by advertising schools. Tes asks that all schools follow Tes' Fair Recruitment Policy.