Administration Executive

The Administration Executive provides essential administrative support to ensure the smooth and efficient day-to-day running of the Offices. This role focuses on resource management, record maintenance, external liaison, and internal operational support.

• Records Management: Maintain comprehensive physical and digital filing systems for service providers, correspondence, and corporate documents.
• Communication Handling: Manage generic emails and incoming calls, ensuring timely responses or appropriate referrals.
• Document Preparation: Draft, format, and circulate necessary communications, including newsletters, notices, or meeting agendas.
• Reporting & Minutes: Assist in the preparation of reports, meeting minutes, and presentations.
• Coordination: Support the coordination and setup of meetings, events, and various projects.
• Activity Logging: Maintain and update records to ensure all Job Coaching activities, CV/mock interviews (MI) support, Head start, and funding of activities are accurately logged.
• Data Input: Support the inputting of client data into the database (schemes, trials, follow-ons, and employment support), ensuring records are complete and compliant.
• Coaching Documentation: Assist the Job Coaching unit by preparing documentation for CV/MI sessions, distributing and collecting consent forms, and maintaining associated digital and physical filing systems.
• Schedule Creation: Support the creation of coaching schedules.

Requirements

• Requires strong time management, multitasking ability, a proactive approach to problem-solving, and attention to detail.
• Strong organisational and record-keeping skills are crucial.
• You must be proficient in both Microsoft Office (Word, Excel,) and Google Workspace (Docs, Sheets, Gmail,).
• A valid driving licence and use of own vehicle is desired but not required, meaning candidates without them will still be considered.
• Excellent written and verbal communication in both Maltese and English is mandatory.
• The role demands professionalism, discretion, and reliability.
• You must be able to work independently as well as part of a team.

Education and Experience

• Candidates must have either an MQF Level 6 qualification (which typically corresponds to a Bachelor's Degree in Malta) or 2 years' experience in an administrative role.

Benefits

• Up to 10% annual performance bonus
• Health insurance
• Mobile allowance
• Qualification’s allowance
• Psychological wellbeing benefit

Job Reference: YC027