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HR & Office Administration

Job Title: HR & Office Administration
Contract Type: Permanent
Location: Malta
Salary: Attractive
Reference: 5516
Contact Name: Chantelle Mifsud
Job Published: August 08, 2019 08:14

Job Description

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