Responsibilities:
- Oversee and maintain the subject person database and related files, ensuring records are accurate, complete, and regularly updated, and report key changes to management.
- Coordinate and manage the collection, organization, and maintenance of data and statistical records.
- Assist in the preparation and issuance of Letters, including confirming addresses, preparing documentation, obtaining signatures, coordinating delivery, and maintaining proper records.
- Maintain accurate statistical records relating to administrative measures, communications with external authorities, directives, appeals, publications, and other reporting requirements.
- Manage incoming and outgoing correspondence, ensuring proper filing, tracking, and timely distribution to relevant officers, and assist in preparing official correspondence.
- Provide administrative support in minor AML processes, including filing representations, drafting correspondence, and carrying out tasks as directed by management.
- Ensure proper retention, storage, and accessibility of all documentation.
- Respond to queries received via email or telephone or direct them appropriately, including assisting with the management of mailboxes.
- Assist in planning, organizing, and coordinating internal and external meetings and events, including logistics and documentation.
- Draft, review, and maintain accurate meeting minutes and related documentation.
- Support court-related administrative matters, including preparing files, documentation, and evidence required for proceedings.
- Liaise with internal departments, including IT, when necessary to ensure operational efficiency.
- Perform general administrative duties such as filing, scanning, printing, photocopying, labeling, and document vetting.
- Carry out additional administrative and operational duties as assigned by management.
Requirements:
- MQF Level 4 qualification with a minimum of 3 years’ relevant work experience, OR a school leaving certificate with at least 6 years’ relevant work experience.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Excellent written and verbal communication skills in both Maltese and English.
- Strong organizational and time-management skills, with the ability to manage multiple tasks and deadlines efficiently.
- Ability to work independently as well as collaboratively within a team environment.
- High level of professionalism, discretion, and attention to detail.
- Proactive mindset with strong administrative and coordination capabilities.
Benefits:
- Comprehensive health insurance cover, including spouse and dependants.
- Life insurance cover.
- Training and professional development opportunities, including sponsorship schemes.
- Study leave and continuous learning support.
- Family-friendly measures.
- Team building events and initiatives.
- Free parking (first come, first served basis).
- Flexible working arrangements in line with operational needs.
- Overtime is remunerable.
- Work from home available one day per week after six months of employment.