Posts of Administrator I 

 

The University of Malta is a vibrant, energetic environment with diverse and interesting opportunities to develop a career in academic administration. Applications are invited for the posts of Administrator I.

To join the University of Malta administration team, applicants are invited to review the various entry points of Administrator I (Scales 16 – 13).

Appointments will be based on applicants’ qualifications and experience.

 

Eligibility

Scale 16 – Passes (at Grade 5 or better) at SEC level in at least five (5) subjects including English and Mathematics. A pass in Maltese will be considered an asset; or
Scale 15 – At least two (2) years full-time experience in a secretarial or other clerical/administrative post and in possession of the qualifications required for ‘Scale 16’ or two (2) passes at Advanced Level or one (1) Advanced Level and three (3) intermediate passes or a post-secondary diploma qualification (MQF Level 4); or
Scale 14 – At least four (4) years of full-time experience in a secretarial or other clerical/administrative post and in possession of the qualifications highlighted for ‘Scale 15’; or
Scale 13 – In possession of a diploma qualification (MQF Level 5) and with at least four (4) years of full-time experience in a secretarial or other clerical/administrative post.

 Selected candidates are expected to be computer literate, preferably holding the ECDL certificate.

Salary Details

The annual salary for 2021 for each entry scale, according to qualifications and experience, is as follows:

Scale 16 – €14,923 rising by annual increments of €263 up to a maximum of €16,501.
Scale 15 – €15,944 rising by annual increments of €298 up to a maximum of €17,732.
Scale 14 – €16,995 rising by annual increments of €317 up to a maximum of €18,988.
Scale 13 – €18,283 rising by annual increments of €335 up to a maximum of €20,293. 

Administrator I will move to the next scale on completion of four (4) years of service in the grade of Administrator I and can continue progressing to the next Scales after a further two (2) year period for each subsequent scale. All progressions are subject to satisfactory performance reports.

Employees will also benefit from a health insurance.

Administrators I may also benefit from other advantages contained in the Collective Agreement for Administrative, Technical and Industrial Staff of the University of Malta. This includes:

• Study Leave
• Qualification Allowance
• Financial Resources to support personal development initiatives
• Opportunities for career advancement

 

Application Procedures 

Candidates are required to upload their curriculum vitae, certificates (certificates should be submitted preferably in English) through this form: https://www.um.edu.mt/hrmd/workatum-general

Applications should be received by Friday, 28 October 2022.

 

Late applications will not be considered.

 

 Further Information

 Administrators I may be assigned to work in the various Faculties, Institutes, Centres or Schools of the University or for one of the Administrative Support Services.

 

 Successful candidates must:

• Be able to work on own initiative, accurately and under pressure to meet tight deadlines and changing priorities;
• Have the ability to communication effectively with people at all levels;
• Possess oral and written communication skills;
• Have the ability to respect confidentiality;
• Be a team worker with a friendly and positive attitude.
  
  

Main Duties/Responsibilities:

• Performing standard office procedures including scheduling appointments, processing mail, answering phone calls, ordering supplies, typing and filing;
• Answering phone calls, responding to routine enquiries, taking messages and directing them accordingly;
• Typing reports, letters, memos and other documents pertaining to the department;
• Filing all documents, papers, letters and records for quick and easy access and retrieval of information, maintaining and updating of files, to ensure that all outgoing files are registered, easily traced and tagged;
• Scrutinising, checking and cross-checking straightforward accounts, claims and returns;
• Carrying any clerical and related duties as may be required by the University. 
  
  

Skills and Qualifications

• Independent, proactive, and has initiative;
• Ability and willingness to learn quickly;
• Strong team-oriented player with demonstrated interpersonal skills;
• Strong communications skills - in person & telephone communications, plus formal and informal writing;
• Knowledge of standard office practices and procedures, most importantly business English, spelling, grammar, and composition;
• Skill in operation of personal computers and related software such as Microsoft Office, SIMS and AIMS; 
• Ability to learn other software programs, such as CMS (Content Management System) and operate standard office equipment; and
• Have a demonstrated understanding of the administrative procedures of the University.
• of casual staff payments of the department;
• Managing office equipment and supplies, including computers, printers, fax machines and photocopying services, and stationery supplies items;
• Managing electronic and paper filing systems to include maintenance of shared network files and appropriate filing of departmental information; and
• Serving as liaison with other University departments as related to the departmental needs and support.

Key Responsibilities

• Providing general administrative support to the Office or Head of Department or Administrative Section or senior member of staff and prepare general office correspondence, which requires special attention to detail and careful proofreading of confidential information;
• Providing general assistance with student administration of the department including providing professional and helpful customer service;
• Responding to student and/or other enquiries and liaising with departmental stakeholders on behalf of the Head of Department or senior member of staff, and undertake any follow-up action as required;
• Co-ordinating paperwork in relation to departmental matters and answering students and/or other queries as they arise to provide accurate and timely information;
• Processing some financial transactions in conjunction with the Finance Office, which may include petty cash, purchase orders and processing of casual staff payments of the department;
• Managing office equipment and supplies, including computers, printers, fax machines and photocopying services, and stationery supplies items;
• Managing electronic and paper filing systems to include maintenance of shared network files and appropriate filing of departmental information; and
• Serving as liaison with other University departments as related to the departmental needs and support.
  
  

The appointee is expected to work:

• On a full-time basis, and will not be allowed to engage in any other gainful employment without the permission of the Council; and
• At such places and during such hours as may be determined by the University authorities.
  
  

The Selection Procedures

• The evaluation of qualifications and experience claimed and supported by testimonials and/or certificates (copies to be included with the application).
• Short-listing of candidates.
• An invitation to short-listed candidates to a Selection Board interview.

 

The Selection Process

The selection process will follow the document “Guidelines for Members of Selection Boards in the Recruitment of Administrative, Technical and Industrial Staff” (https://www.um.edu.mt/hrmd/policiesprocedures).

In accordance with the guidelines, members of the Selection Board will establish the following selection criteria for the selection process:

• Relevant academic qualifications
• Relevant work experience
• Aptitude and suitability
• Performance in interview

 

The appointment will be subject to a probationary period of six months, and to the provisions of the Statutes, Regulations and Bye-Laws of the University which are now or which may hereafter be in force.

 

Office of the University
Msida, 11 October 2022

 

 

091_administrator I_2022