HR Operations Manager

About the School 

The International School of Tallinn (IST) is an international private school with 360 students and 70 employees (teachers, admin staff, and management). We are a diverse, multinational community with year-round operations and a strong focus on professional standards, wellbeing, and collaboration. 

Role Overview 

We are looking for an experienced HR Manager to lead and manage all HR operations across the employee lifecycle. The role combines strategic HR leadership with hands-on daily operations, including coordinating teacher substitutions. This is a key role in ensuring smooth school functioning, compliance, and staff support. 

Key Responsibilities 

Teacher Substitutions & Cover Management 

• Coordinate daily teacher substitutions due to absences. 

• Use timetable software to identify and assign suitable covers. 

• Maintain a pool of substitute teachers and track cover hours. 

• Communicate changes promptly with teachers, administration, and leadership. 

Recruitment & Staffing 

• Plan and manage international recruitment for teaching and non-teaching staff. 

• Coordinate interviews, offers, and employment contracts. 

• Support workforce planning together with school leadership. 

Onboarding & Employee Lifecycle 

• Manage onboarding for new staff, including documentation, system access, and induction. 

• Oversee probation periods, contract renewals, role changes, and exits. 

• Conduct exit processes and interviews. 

International Staff Coordination 

• Coordinate international hires in cooperation with an external relocation partner (visas, permits, relocation process). 

• Ensure smooth integration of international employees into the school community. 

Contracts, Compliance & Records 

• Draft, maintain, and update employment contracts. 

• Ensure compliance with local labor law, education regulations, and internal policies. 

• Maintain accurate employee records in HR systems. 

Training, Certifications & Development 

• Organize and track mandatory training (e.g. safeguarding, first aid, IB training). 

• Track teaching licenses, certificates, and renewal deadlines. 

• Support professional development initiatives. 

HR Systems & Performance 

• Manage HR systems (Directo, EHIS, leave tracking, payroll coordination). 

• Coordinate annual and mid-year performance reviews. 

• Prepare HR reports for school leadership and audits. 

Required Qualifications & Skills 

• Proven experience in HR management, preferably in an international environment. 

• Strong knowledge of employment law and HR best practices. 

• Readiness and motivation to learn about the International Baccalaureate (IB) framework and understand how it impacts staffing, contracts, and professional development. 

• Interest in and openness to AI-driven and digital HR solutions (e.g. Directo, automation, data-driven decision-making, scheduling tools). 

• Experience working with HR systems and timetable/scheduling software, or strong ability to learn new systems quickly. 

• Excellent organizational skills with the ability to manage time-sensitive daily tasks (including substitutions). 

• Strong communication skills in English and Estonian. 

• Ability to balance structured HR work with hands-on operational work in a fast-paced school environment. 

What We Offer 

• Competitive salary based on experience and performance.  

• High level of autonomy and responsibility. 

• Supportive leadership and collaborative culture. 

• Opportunity to be a part of Ülemiste City community and HR network 

• A collaborative and innovative working environment in a new school building. 

• Advanced health insurance and/or sports compensation. 

• Professional development. 

• Mentor support during the transition period to ensure smooth onboarding and integration into the school culture and systems.