HR Data & Compliance Specialist

Job Description

HR Data & Compliance Specialist

Job Purpose

The HR Data & Compliance Specialist manages and reports HR data for employees and third-party contractors. The role ensures data accuracy, supports HR system administration, maintains compliance documentation, and provides reliable information for HR operations and decision-making. The position also acts as the link between HR and the Visa/Work Permit team, ensuring the Single Central Record (SCR), safer recruitment checks, and safeguarding standards are maintained.

Key Responsibilities

HR Data Management

- Maintain accurate and up-to-date employee and contractor records across HR systems, including SuccessFactors, Third Party Vendor App, iSAMS, and Moodle.
- Conduct regular data validation, audits, and reconciliation across systems.
- Manage employee lifecycle data, including onboarding, contract changes, extensions, transfers, role changes, and leavers.
- Ensure consistency between HR systems, reports, personnel files, and official documents.
- Maintain organised digital employee files and ensure HR documents are complete and correctly stored.
- Coordinate with the Visa/Work Permit team to verify required documents, including qualifications, transcripts, references, and employment records.

HR Systems Administration

- Support daily HR system administration and data maintenance.
- Maintain data-entry standards, templates, and workflows.
- Coordinate with IT on system access, user roles, and permissions.
- Support system testing, upgrades, and HR process improvements.
- Provide first-line support to HR colleagues on system and data queries.

HR Reporting and Analytics

- Produce regular and ad-hoc reports for HR leadership, Finance, and compliance requirements.
- Prepare reports on headcount, contracts, staff categories, employee movements, and safeguarding compliance.
- Ensure reports are accurate, timely, and aligned with source-system data.
- Maintain compliance dashboards for expiring documents, background checks, visas, work permits, and Teachers’ Council of Thailand licence deadlines.

Compliance and Safeguarding

- Maintain records for safeguarding checks, criminal background checks, references, and statutory employment documentation.
- Own and maintain the school’s Single Central Record.
- Ensure pre-employment checks, including ICPC, Thai Police Clearance, and international Good Conduct certificates, meet school requirements and relevant safer recruitment standards.
- Support internal and external audits by providing complete and accurate HR records.
- Escalate missing, expired, or non-compliant documentation to the HR Manager.

Qualifications and Experience

- Bachelor’s degree in Human Resources, Business Administration, Data Management, or a related field.
- Experience in HR data, HR systems, HR administration, or compliance documentation.
- Experience using an HRIS such as SuccessFactors is highly desirable.
- Experience handling complex datasets or employment records is an advantage.
- Knowledge of safeguarding, safer recruitment, or international vetting processes is preferred.

Skills and Competencies

- High attention to detail and accuracy.
- Strong organisation and time-management skills.
- Ability to manage confidential information with discretion.
- Ability to work independently and manage multiple priorities.
- Clear and professional communication skills.
- Strong collaboration with HR, IT, Finance, and operational teams.

Other Duties

- Undertake other reasonable duties assigned by the line manager.