HR & Office Administration

One of the leading banks in Malta is currently looking for a HR & Office Administrator who will report directly to the HR & Office manager and shall be responsible for the bank’s HR & Office administration.  

HR Administration 

• Assisting with recruitment of vacant positions to include: - Advertising posts, arranging interviews, conducting initial phone screens to shortlist candidates
• Follow up with candidates throughout the hiring process
• Maintain all employee engagement and termination processes
• Drafting and issuing of employment contracts and end of probation letters 
• Supporting the onboarding of new employees and assisting all employees with HR related issues
• Maintaining employee related databases, organization of HR documents/files and compiling monthly HR reports 
• Tracking vacation leave and sickness absence
• Administer and assist in matters relating to Health, Hygiene and Fire Safety as required
• Ensure that confidentiality is maintained at all times
• Assist with any necessary preparation for in house and external training programmes
• Perform general HR assistance as advised by the HR/OM

General Office Administration 

• Phone answering/ First point of contact for guests and deliveries
• Ensuring a smooth running of the office
• Dealing with incoming and outgoing post
• Providing administrative support to the company Directors
• Liaising with clients, suppliers and other staff
• Assisting with the organization and filing of paperwork, documents and computer-based information
• Assisting with the travel and accommodation for management and staff 
• Booking rooms and providing conference facilities and services for guests, internal and external meetings and company events
• Coordinating office maintenance work and cleaning
• Ordering and maintaining stationery and other office supplies
• Assisting management and staff in day to day general administration, to include but not limited to, post, scanning and copying materials
• Petty Cash administration in coordination with the Finance department
• Other duties in line with the role as specified by the line manager

Job Requirements 

• Minimum 3 years' work experience in an office environment
• Smart, mature and professional disposition
• Capable to work on own initiative
• Flexible and adaptable, willing to adopt greater responsibilities as needs require
• Comfortable with working in a fast-changing environment
• Fluency in written and spoken English
• Previous experience/knowledge of HR and or Payroll is considered an asset
• Command of Spanish, German, Danish or French language is considered an asset