Operations and Rostering Coordinator

  Central Malta

Our client is looking to recruit an Operations and Rostering Coordinator to join their growing team. Reporting to the HR Manager, the chosen candidate will:

  • Monitor and manage daily rostering needs, including urgent same-day and next-day replacements due to absences or illnesses. 
  • Prepare and manage monthly rosters for pharmacists, pharmacy assistants, and locums, ensuring appropriate coverage across all pharmacy locations.
  • Align staff assignments with location needs, skill sets, availability, and coverage requirements.
  • Coordinate weekend, holiday, and monthly rosters, including arrangements for key handovers, internal communications, and locum payments.
  • Integrate internal meetings, training sessions, and events into monthly schedules.
  • Maintain and update rosters and attendance records in the scheduling and payroll system.
  • Review and approve staff leave requests, ensuring sufficient cover and operational continuity.
  • Track and verify employee clock-ins/clock-outs to ensure accurate attendance reporting.
  • Prepare and submit monthly staff and locum hours reports for payroll processing.
  • Review and forward self-employed locum invoices to HR and Finance ahead of payroll deadlines.
  • Manage maintenance reporting for pharmacy and office sites: log issues, coordinate responses, and schedule technician visits.
  • Oversee stock take logistics monthly, including assigning staff and preparing equipment.
  • Review and maintain supply levels for offices and pharmacies, including stationery, consumables, equipment, and kitchen essentials.
  • Monitor store-level inventory in coordination with the supply chain team to ensure appropriate stock levels.
  • Onboard and offboard staff across all internal systems: scheduling platforms, team communication channels, and access tools.
  • Update operational changes (e.g., Sunday duty hours) across public platforms such as the Pharmacy.MT, Google Business, and internal/external communications.
  • Support internal audits, visual merchandising checks, and health & safety compliance.
  • Participate in internal meetings related to staffing, logistics, and process improvement.
  • Provide administrative and operational support on other tasks as reasonably required.

Requirements

  • Strong analytical mindset with the ability to interpret data, identify trends, and make informed decisions
  • Strong attention to detail and organizational skills
  • Ability to work independently and manage multiple priorities in a fast-paced environment
  • A proactive attitude with a problem-solving approach

Education and Experience

  • Proficiency in Microsoft Excel; experience with ERP systems is a plus
  • Excellent communication skills in English, both written and verbal

Job Reference: RD923


  • Category
    Administrative
  • Job type
    Full Time
  • Employment level
    Intermediate (1-3 years)
  • Work Location
    On Premises
  • Employer industry
    Healthcare
  • Languages
    English

Administrative Jobs & Clerical Jobs in Malta both aim to provide clerical and administrative support to businesses. Jobs in administration and clerical roles include admin, accounts administration, clerk, customer support, front office, office support, personal assistant and secretary roles.

  • Job Reference
    RD923
  • Closing Date
    31/07/2025
  • Date Published
    17/06/2025
  • Status
    Interviewing

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