Hi Q International Academy is seeking a proactive and organised HR professional to establish and manage the complete Human Resources function for its residential primary school in Ranchi.

The incumbent will be responsible for manpower planning, recruitment, employee onboarding, HR policies and SOPs, attendance and leave management, payroll coordination, performance management, employee engagement, staff training, employee relations, statutory compliance coordination, and HR reporting.

The role requires close coordination with the Principal, academic team, admissions, accounts, hostel and boarding, kitchen, housekeeping, security, transport, maintenance, and other departments to ensure adequate staffing, disciplined operations, a safe residential environment, and compliance with school policies.

The ideal candidate should be capable of building HR systems from the ground up, managing a diverse workforce of teaching and non-teaching employees, and maintaining professional and legally compliant people-management practices.

2. Key Roles and ResponsibilitiesA. Manpower Planning and Organisational Structure

- Prepare an annual manpower plan in consultation with the Principal and department heads.
- Determine staffing requirements for teaching, academic coordination, administration, accounts, HR, hostel and boarding, kitchen, housekeeping, security, transport, sports, healthcare, and maintenance.
- Prepare department-wise organisation charts, reporting structures, job descriptions, job specifications, and designation hierarchies.
- Develop staffing budgets, salary bands, and proposed compensation structures for management approval.
- Maintain a live manpower tracker showing sanctioned positions, filled vacancies, open positions, joining dates, and replacements required.
- Review staffing adequacy against student strength, school timings, residential coverage, leave requirements, and applicable regulatory norms.
- Coordinate workforce planning for the school's opening, admissions cycles, academic calendar, and future expansion.

B. End-to-End Recruitment and Selection

- Manage the complete recruitment lifecycle for teaching and non-teaching positions.
- Source candidates through Naukri, Indeed, Apna, LinkedIn, local recruitment networks, educational institutions, referrals, and recruitment agencies.
- Screen resumes, conduct initial HR interviews, verify qualifications, coordinate competency assessments, and schedule final interviews with department heads.
- Coordinate subject knowledge tests, teaching demonstrations, practical assessments, and reference checks wherever relevant.
- Recruit teachers, academic coordinators, administrative staff, accountants, ERP operators, parent relationship executives, wardens, nurses, cooks, kitchen assistants, housekeeping staff, security personnel, coaches, and other school employees.
- Maintain a recruitment tracker covering applications, screening, interviews, selection, offers, joining status, and reasons for rejection or withdrawal.
- Conduct salary benchmarking and prepare offer letters within approved compensation budgets.
- Build a talent pipeline for critical positions and maintain backup candidates for essential residential operations.
- Coordinate background verification, identity checks, qualification verification, employment references, and applicable child-safeguarding checks before deployment.
- Track recruitment turnaround time, offer acceptance, joining ratios, and recruitment costs.

C. Employee Onboarding and Documentation

- Prepare and issue offer letters, appointment letters, employment contracts, job descriptions, confidentiality undertakings, and joining documentation.
- Collect and verify identity, address, educational qualification, experience, bank, tax, and other employment-related documents.
- Maintain complete and confidential employee files in physical and/or digital form.
- Conduct employee induction covering school vision, organisational structure, code of conduct, service rules, safeguarding, emergency procedures, and departmental responsibilities.
- Coordinate ERP registration, attendance setup, ID cards, email accounts, uniforms, access permissions, and other joining requirements.
- Coordinate accommodation, duty rosters, shift allocations, and boarding-related arrangements for residential employees where applicable.
- Maintain probation records, confirmation dates, contract renewals, and required performance reviews.
- Ensure new employees complete mandatory safeguarding, health and safety,



and role-specific training before undertaking relevant duties.

D. HR Policies, SOPs, and Employee Handbook

- Draft, implement, review, and maintain the school's HR policies and standard operating procedures in consultation with management and legal/compliance advisers.
- Prepare an employee handbook covering service rules, expected conduct, working hours, leave, attendance, compensation, performance, discipline, grievances, safeguarding, and separation.
- Define clear approval authorities, escalation mechanisms, reporting responsibilities, and documentation requirements.
- Ensure policies are communicated to employees, formally acknowledged, and implemented consistently.
- Maintain a policy register with version control, effective dates, review dates, and employee acknowledgement records.
- Train department heads on policy implementation and monitor compliance through periodic reviews.
- Ensure policies distinguish appropriately between teaching staff, administrative staff, residential staff, contract workers, and outsourced personnel where their terms differ.

E. Attendance, Leave, Duty Rosters, and Employee Discipline

- Manage employee attendance through the HR/ERP system and reconcile discrepancies with department heads.
- Coordinate leave applications, approvals, attendance regularisation, overtime records, compensatory off, and shift changes.
- Ensure duty rosters provide adequate coverage across classrooms, hostel operations, kitchen, security, housekeeping, transport, and other essential services.
- Monitor absenteeism, late reporting, unauthorised absence, and repeated attendance issues.
- Coordinate with department heads to arrange substitutes and emergency staffing without disrupting school operations.
- Maintain records of warnings, counselling, show-cause notices, investigations, and disciplinary outcomes in accordance with approved policies and applicable law.
- Ensure disciplinary actions follow a fair, documented process and are approved by the designated authority.

F. Payroll and Compensation Coordination

- Coordinate monthly payroll inputs with Accounts, ERP, and department heads.
- Verify attendance, approved leave, overtime, salary revisions, current joiners, exits, authorised deductions, and other payroll inputs.
- Maintain employee compensation records and ensure changes are supported by documented approval.
- Coordinate salary processing, payslip distribution, reimbursement records, and employee payroll queries.
- Track salary advances, loans, recoveries, and other authorised adjustments where applicable.
- Coordinate with Accounts and professional advisers on applicable provident fund, employee insurance, professional tax, tax withholding, and other statutory deductions or contributions, depending on coverage and legal applicability.
- Reconcile the employee master database with payroll records and investigate discrepancies.
- Maintain payroll confidentiality and ensure that salary payments are processed within approved timelines.

G. Statutory Compliance and Employment Records

- Maintain a compliance calendar for applicable labour, wage, social security, workplace safety, and employment-related requirements.
- Coordinate with qualified legal, payroll, and compliance advisers to determine the applicability of relevant central and Jharkhand laws.
- Maintain records, registers, notices, returns, licences, and documentation required under applicable legislation.
- Track employee classification, appointment terms, working hours, minimum wages, overtime, weekly rest, leave, and wage payment requirements.
- Coordinate applicable EPFO, ESIC, gratuity, maternity benefits, bonus, and other statutory obligations, based on establishment coverage and eligibility.
- Coordinate compliance requirements for contract labour and outsourced security, housekeeping, transport, and other service providers.
- Support internal inspections, statutory audits, and requests for employment records.
- Monitor changes in applicable regulations and update policies and practices after appropriate review.
- Maintain confidentiality and secure storage of employee information.

H. Performance Management and Employee Development





- Design a performance appraisal framework with measurable KPIs for teaching and non-teaching roles.
- Coordinate goal setting, probation reviews, annual appraisals, performance improvement plans, and confirmation decisions.
- Work with the Principal and department heads to assess employee performance, conduct, attendance, and role-specific competency.
- Identify training requirements and prepare an annual training calendar.
- Organise induction, classroom support, customer service, communication, leadership, workplace conduct, safeguarding, emergency response, and operational training.
- Maintain training attendance, assessment results, certification records, and training effectiveness reports.
- Identify high-performing employees, internal promotion opportunities, and critical succession requirements.

I. Employee Relations, Grievance Handling, and Retention

- Act as the first point of contact for routine employee concerns, workplace issues, policy clarification, and grievances.
- Establish a documented grievance submission, investigation, escalation, and resolution process.
- Conduct confidential exit interviews and analyse attrition trends, employee feedback, and reasons for resignation.
- Support management in resolving interpersonal conflicts and improving workplace culture.
- Plan employee engagement initiatives, recognition programmes, welfare activities, and staff communication.
- Monitor employee satisfaction, absenteeism, attrition, vacancies, and staffing stability.
- Escalate serious misconduct, harassment complaints, safeguarding concerns, and other high-risk matters through the appropriate formal channels.

J. Residential School Workforce Coordination

- Coordinate with the Head of Boarding and wardens to ensure adequate residential staffing and continuous supervision coverage.
- Coordinate recruitment and deployment of wardens, nurses, doctors, kitchen staff, housekeeping, security personnel, and residential support staff.
- Ensure that employee duty rosters, weekly rest, leave, shift handovers, and emergency coverage are planned and documented.
- Coordinate staff induction on child protection, appropriate professional boundaries, student supervision, emergency evacuation, incident reporting, and visitor management.
- Ensure that relevant personnel undergo the background verification and safeguarding checks required by law and school policy.
- Maintain employee training and competency records for first aid, fire safety, food safety, transport safety, and other role-specific requirements.
- Coordinate accommodation, meals, uniform requirements, and welfare provisions for residential employees as approved by management.
- Work with the boarding and academic teams to ensure staffing arrangements support student safety, well-being, and uninterrupted operations.

K. Vendor and Outsourced Workforce Management

- Coordinate manpower requirements with approved security, housekeeping, transport, catering, and other service providers.
- Verify that vendor contracts clearly define manpower deployment, attendance, replacements, supervision, wages, responsibilities, and service standards.
- Track outsourced workforce attendance and replacement arrangements in coordination with the relevant department.
- Collect and review applicable vendor compliance documentation, including wage and statutory records, through the designated process.
- Escalate shortages, performance concerns, safety issues, and contractual non-compliance to management.

L. HR MIS, Reporting, and Process Improvement

- Prepare weekly and monthly HR reports for school management.
- Track headcount, vacancies, recruitment status, joining ratios, attrition, absenteeism, leave, overtime, training, and payroll inputs.
- Prepare manpower cost reports, salary budget versus actual reports, department-wise staffing reports, and recruitment cost summaries.
- Maintain an HR dashboard using Excel and the school's ERP/MIS platform.
- Identify staffing risks, recurring vacancies, excess overtime, attendance irregularities, and avoidable workforce costs.
- Recommend process improvements, automation, digital documentation, and better workforce planning.
- Maintain accurate HR records and provide management with timely, decision-ready information.
- How to Apply Send your CV, a short portfolio of student or personal work, and a note on one art-integrated activity you have run to [email protected] . Contact: (phone hidden).

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits

- Food provided
- Paid sick time
- Provident Fund

Work Location: In person

📌 HR Manager (Ranchi)
🏢 Hi Q International School
📍 Ranchi