Processing of correspondence received/sent by the Supervision Section, as well as in assisting in the preparation of outgoing correspondence
Managing the retention and storage of documents received/used by the Supervision
Section to ensure that these are available as and when required
Maintaining subject person databases and files used by the Supervision Section and ensuring that these are kept updated at all times as well as updating any other database used for statistical purposes
Maintaining the online database including registrations and changes required thereto
Managing the emails received and ensure all emails are addressed or brought to the attention of relevant officers in a timely manner
Maintaining communication with different authorities and bodies to ensure cooperation and to ensure that the online database is populated with the necessary data
Assisting in preparatory work for events organised by the Supervision Section and to coordinate booking arrangements for events attended by Supervision staff, to organise and prepare for events (e.g. workshops, seminars and other training courses). This may also include liaising with the Corporate Service Section in relation to the organisation of staff travel arrangements
Answering to telephone calls and enquiries, and to handle them as appropriate
Providing general administrative support to Supervision staff, as required and to perform any other related functions as may be directed by reporting superior.
Applicants must, as a minimum, be in possession of an A-level standard of education (MQF Level 4) and be well skilled in Microsoft Office tools.
Preference may be given to applicants in possession of a qualification in administrative and secretarial duties.
Applicants must be able to work both independently and as part of a team, be well organised, and have the ability to manage multiple tasks effectively.
The selected candidate is expected to have a professional attitude and appearance, have excellent telephone manners and be fluent both in the Maltese and English languages.
Demonstrated secretarial and administrative experience in a similar role and the possession of a relevant ICT qualification will be considered favourably.