Clerical Officer

1.1 The selected candidate will be required to work 27.5 hours per week, spread over five days from Monday to Friday, with a banking of hours arrangement.

During the scholastic year, the normal working hours will be from 6:45 a.m. to 2:15 p.m., Monday to Friday. Any hours worked in excess of the 27.5-hour weekly schedule will be accumulated and banked, and will be offset against the months of July and August, during which the candidate will not be required to work.

1.2 The salary for the post of part-time Clerical Officer is Salary Scale 15, which in 2026 is €19,111.00 per annum rising by annual increments of €298 to a maximum of €20,899 on a pro-rata basis according to the number of hours worked. The hourly rate for the minimum of Salary Scale 15 in 2026 is €9.19. There is an annual allowance Euro350 on a pro-rata basis according to the number of hours worked.

1.3 A Clerical Officer will progress to Salary Scale 14, which in 2026 is, €20,645.00 per annum rising by annual increments of €317 to a maximum of €22,546, on a pro-rata basis according to the number of hours worked, subject to satisfactory performance, on completion of 8,320 hours’ (40 hours x 52 weeks x 4 years) service in the grade. The hourly rate for the minimum of Salary Scale 14 in 2026 is €9.93.

1.4 A Clerical Officer will progress to Salary Scale 13, which in 2026 is, €22,217.00 per annum rising by annual increments of €336 to a maximum of €24,230.00, on a pro-rata basis according to the number of hours worked, subject to satisfactory performance, on completion of 8,320 hours’ (40 hours x 52 weeks x 4 years) service in the grade. The hourly rate for the minimum of Salary Scale 16 in 2026 is €10.68.

1.5 Furthermore, a clerical officer (Salary scale 13), on the successful completion of a colloquium process shall be eligible to progress to Salary Scale 12 after having served two (2) years satisfactory performance in Salary Scale 13.

The duties of a Clerical officer shall include:  

• providing clerical support as required;

• dealing with correspondence and word processing documents;

• compiling basic reports such as statistical data or related content as required by management; 

• dealing with telephone calls;

• answering general queries and FAQs from the external and internal clients in accordance with well-defined regulations, guidelines, instructions and general practices, under the supervision of the Rector/Head of School or his/her delegate;

• photocopying/scanning documents and similar office related duties;

• registration/distribution of incoming and outgoing mail as well as file movements; 

• making use of department/section IT systems and/or databases as well as handling email correspondence;

• ordering of stationery/supplies;

• enrolling, inputting and maintaining updated student records;

• populating students in classes/teaching sets in school’s database;

• inputting and maintaining student and staff data in the school system / portal and other school databases;

• entering half yearly and annual results in the school system / portal, together with other related data such as informal and non-formal education;

• extracting result reports, merging results in the templates provided and sending progress reports to parents;

• maintaining daily student attendance for the purpose of providing accurate information for reporting purposes;

• filling of monthly absentee statistics;

• sending of absentee reports as instructed by the Rector/Head of School or his/her delegate;

• inputting of school transport data;

• maintaining various records, schedules, files, rosters, etc., for the purpose of documenting and/or providing reliable information;

• inputting of school financial transactions and inventory data in the software provided and maintaining a proper filing system for financial transactions;

• handling small amounts of cash such as petty cash or fees relating to routine services and keeping relative records;

• maintaining attendance registers of all school staff, recoding sick leave, time-off and leave of employees;

• assuming responsibility for reception desks when required;

• attending appropriate workshops/courses for the purpose of ongoing training;

• attending meetings for the purpose of conveying and/or gathering information required to perform functions;

• being familiar with policies and procedures of the College; 

• being accountable to the Senior Leadership Team;

• performing any other job related duties that may be assigned from time to time by the Head of School or his/her delegate.

Selected candidates are obliged to ensure that throughout their employment period they remain conversant with current issues and practices related to their area of work. For this purpose, opportunities will be provided for ongoing professional development which will help to ensure that a professional standard of service will be maintained throughout.

By the closing date and time for the receipt of applications, applicants must be:

(i) (a) citizens of Malta, OR

(b) citizens of other Member States of the European Union who are entitled to equal treatment to Maltese citizens in matters of employment by virtue of EU legislation and treaty provisions dealing with the free movement of workers; OR

(c) citizens of any other country who are entitled to equal treatment to Maltese citizens in matters related to employment by virtue of the application to that country of EU legislation and treaty provisions dealing with the free movement of workers; OR

(d) any other persons who are entitled to equal treatment to Maltese citizens in matters related to employment in terms of the law or the above-mentioned EU legislation and treaty provisions, on account of their family relationship with persons mentioned in paragraph (a), (b) or (c); OR

(e) third country nationals who have been granted long-term resident status in Malta under regulation 4 of the “Status of Long-Term Residents (Third Country Nationals) Regulations; 2006” or who have been granted a residence permit under regulation 18(3) thereof, together with family members of such third country nationals who have been granted a residence permit under the “Family Reunification Regulations, 2007”; OR

(f) in possession of a residence document issued in terms of the “Residence Status of United Kingdom Nationals and their Family Members in Malta in accordance with the Agreement on the Withdrawal of the United Kingdom and Northern Ireland from the European Union and the European Atomic Energy Community Regulations”.

The advice of the Citizenship Unit within Community Malta Agency and the Expatriates Unit within Identity Malta Agency should be sought as necessary in the interpretation of the above provisions.

The appointment of candidates referred to at (b), (c), (d) and (e) above would necessitate the issue of an employment license in so far as this is required by the Immigration Act and subsidiary legislation. Jobsplus should be consulted as necessary on this issue.

(ii) not less than sixteen (16) years of age;

(iii) able to communicate in Maltese and English;

(iv) eligible in terms of one of the following categories (a, b or c):

(a) having a pass (at least at Grades 1-5, Grade C or a comparable level) in six (6) subjects at MQF Level 3 which must include Maltese, English, Mathematics and IT Office Applications Skills(*); OR

(b) having a full MQF level 3 VET qualification, or a Secondary School Certificate and Profiling qualification at MQF level 3, in six (6) subjects which must include Maltese, English, Mathematics and IT Office Application Skills (*) as separate study units within the course pursued;

(*) It is clarified that reference to IT Office Application Skills, covers any successfully completed course at MQF level 3 accredited by ECDL or ICDL Malta or the Malta Further and Higher Education Authority (MFHEA). 

With reference to clauses (iv) (a) and (b) above, apart from the four (4) stipulated compulsory subjects, any additional subject at MFQ level 3, will be accepted for eligibility purposes.

(iv) be of good moral character, appropriate to the post applied for. Applicants must produce a Certificate of Conduct issued by the Police or other competent authority not earlier than one (1) month from the date of application;