Programme Administrator

Inspire in Malta is currently looking to recruit a Programme Administrator to join their team on a part-time basis.

Overview:

General Scope and Purpose of Position

We are currently looking for a Programme Administrator to join our team on a part-time basis (20-hour week). Our Programme Administrator shall be responsible for the efficiency within the administration whilst assisting the managers and leads in maintaining a smooth running of the programme. The Administrator shall be a supporting role to the programme Manager and Team Leaders.

Duties & responsibilities:

• Handle the requests in relation to payroll preparation including absence requests
• Update the daily timetable with any revisions as required
• Oversee the inputting of KPIs on a weekly basis and ensure they are up-to-date and submitted in a  timely manner at end of month
• Process requests submitted from colleagues within the programme and submit respective purchase orders. This includes: maintaining records of the programme's stock items, consumption and requirements; first aid kits, etc
• Responsible for the expenses in relation to the running of the programmes and in handling the right distribution of such purchases amongst team members
• Deal with the administrative task of petty cash and ensure all necessary documentation is obtained and maintained
• Handle the logistics of the day-to-day smooth running of any transport related service, escalating any urgent matters to the Programme Manager; etc., when applicable
• Schedule meetings, conferences, interviews or other ad hoc meetings as might be required from time to time including, sending invites and coordinating any changes required
• Maintain the client portal and any other platforms and files as required, including the upload of documentation and newsletter and     also support parents with any difficulties
• Get familiarized with the parents and service users within the programmes
• Handle the day-to-day administration needs such as sending letters and invites to parents, creating and publishing dashboard updates, obtaining the necessary forms, such as attendance agreement, consent forms, etc
• Drafting communications, meeting minutes and others as required
• Handle the documentation for any volunteers/interns or other such placements within the assigned programme. 

Role Requirements

The ideal candidate must be in possession of the following:

• Diploma certificate in office administration or equivalent will be considered as an advantage
• Favour will be given to candidates with previous experience in a similar field/role
• Proficient in using MS office applications (Word, Excel, PowerPoint and Outlook)
• Excellent organizational and time management skills
• Proficiency in English language (both spoken & written). Proficiency in both Maltese & English language will be considered as an asset
• Available to work in the afternoons (between 14:30 & 18:30)

Prior to being recruited and throughout the duration of employment, the selected candidates need to satisfy the requirements of the Protection of Minors Act (POMA) together with those of immunization.

Why work with Inspire?

At Inspire, we prioritize the mental health and wellbeing of our employees. In addition to a competitive salary, commensurate to experience, we offer the below:

• Ten additional days of recess leave, calculated pro-rata (utilized during the months of August & December)
• Mental Wellbeing Programme
• Study leave as per organisation policy
• Cloudigo Premium
• Inspire Employee Scholarship Programme
• The opportunity to shape and change processes.