Junior Administrator

The Office of the State Advocate in Malta is currently looking to recruit a Junior Administrator to join their team on a full-time basis.

Overview:

The Junior Administrator is responsible for providing administrative support to ensure the smooth and efficient operation of the office. This role reports directly to the Head of Corporate Services and involves, handling day-to-day tasks such as filing, data entry, scheduling, and communication, as well as assisting other departments as needed.

Main Duties & Responsibilities:

• Assist in scheduling meetings, appointments, and managing calendars of the Corporate Services Department
• Maintain and update office files, records, and databases by preparing, scanning, and archiving documents as required
• Monitor and manage office supplies and stationery
• Place orders for office materials when necessary and ensure stock is maintained
• Prepare and distribute internal and external correspondence, memos, and notices
• Provide support to senior administrators and management with clerical duties
• Assist in the preparation of reports, presentations, and other documents
• Coordinate and handle travel arrangements
• Arrange and coordinate meetings, including booking meeting rooms and preparing meeting materials
• Take minutes during meetings and distribute them accordingly
• Assist the HR function with onboarding paperwork, timesheets, and leave records
• Any other administrative tasks as instructed by the Head of Corporate Services or his/her designated representative.

Qualifications & experience required:

• An Advanced level qualification in a core subject or a comparable qualification
• Minimum of one (1) year experience in an administrative role
• Certification in ECDL with proficiency in MS Office Suite especially MS Excel
• Good command of verbal and written Maltese and English; and
• A recent police certificate of good conduct, issued not less than 6 months from the date of this call.