Administrator (Centre for Music and the Arts)

The Malta Trust Foundation is currently looking to recruit an Administrator (Centre for Music and the Arts) to join their team on a full-time basis.

Responsibilities:

• Administrative Support
• Provide general administrative support to the Manager for Corporate Services, the team of professionals, and clients
• Manage correspondence and ensure high-quality customer support
• Assist the Manager for Corporate Services with scheduling needs; including internal appointments, team timetables, and annual client sessions
• Adopt a problem-solving approach in finding resolutions to operational issues that arise, including but not limited to scheduling conflicts, stakeholder concerns, resource shortages, and incidents
• Ensure updated stocks and resources, and manage necessary acquisitions
• Work closely with other staff members, including the Foundation’s Head Office, to collaborate and find solutions for challenging internal processes and/or difficulties in programme delivery
• Perform ad-hoc administrative tasks, as required by the management of the Foundation. 
• Communication
• Act as the first point of contact for clients, families, guardians, and carers; including in-person support, emails, phone calls, and messages
• Address queries in a timely manner and ensure continued client support
• Provide clear and concise information on services, family support, and events
• Assist the Manager for Corporate Services in writing and sending out communication to clients
• Programme Coordination
• Assist in planning, scheduling, and smooth delivery of services, including in-house sessions and outreach programmes
• Liaise with third-party suppliers, clients, parents, and other relevant stakeholders in the effective running of services. 
• Data Management
• Maintain accurate records of client details, attendance, and the pathways adopted for the client’s development within the various programme
• Assist the Manager for Corporate Services in ensuring all documentation complies with the relevant legislation, especially in relation to Data Protection.
• Financial Administration
• Assist the Manager for Corporate Services with budget tracking, invoicing and processing payments, in collaboration with the finance team
• Ensure accurate and strict filing of financial documentation. 
• Event Coordination
• Support the planning and organization of events such as performances, showcases, exhibitions, and family activities, ensuring an inclusive and supportive space conducive to active participation
• Manage logistical arrangements and promotional material.
• Reporting
• Contribute to the preparation of relevant reports, ensuring all data is collated and presented accurately. 
• Health and Safety
• Ensure adherence to health and safety regulations, supporting the team in ensuring a safe and accessible working environment
• Ensure timely renewal of necessary health and safety training for the team.