Secretary & Payroll/HR Administrator

A well-established client of ours operating within the manufacturing industry is searching for a Secretary / HR & Payroll Administrator to join their administrative team. The chosen candidate will manage a blend of secreterial. payroll and HR-related duties within an administrative capacity. This role involves ensuring compliance with statutory obligations, maintaining company records, supporting board meetings, and handling the general, HR and payroll administration.

• Prepare agendas, coordinate board meetings, take minutes, and follow up on actions.
• Assist with scheduling other meetings as necessary, as well as handling phone and email correspondence on behalf of the Directors.
• Provide general administrative assistance as required.
• Assist in the recruitment process by posting jobs, liaising with agencies, scheduling interviews, and onboarding new employees.
• Maintain and update employee records, including contracts, personal details, and leave balances.
• Ensure HR policies and procedures are up-to-date and comply with labor laws.
• Support the administration of employee relations, disciplinary actions, and grievance procedures in line with company policies.
• Manage the payroll system through Indigo, ensuring accurate and timely payments of salaries, benefits, and taxes.
• Address employee payroll inquiries and resolve any discrepancies.
• Ensure compliance with tax, pension, and social security obligations related to payroll.
• Ensure all payroll data is accurately maintained, confidential, and stored according to data protection laws.
• Prepare HR and payroll reports as needed

• Fluency in both Maltese AND English is a must
• Excellent organizational and multitasking abilities
• Strong written and verbal communication skills
• Proficient in Microsoft Office Suite and Shireburn Indigo
• Ability to work independently with strong attention to detail
• Confidentiality and discretion in handling sensitive information.

• Prior administrative/secreterial experience is a must
• Prior experience in HR/payroll administration is a highly desired
• Prior experience using Shireburn Indigo is an asset
• A Level Standard of Education is mandatory