HR Executive

Jobsplus permit number: 992/2024

The Foundation for Medical Services is seeking to recruit an HR Executive who shall form part of the Foundation for Medical Services team.

The main role of the HR Executive is to work in close collaboration with the other HR Officials in order to ensure the smooth and efficient running of the HR office as well as act as a reference person and assist in employee queries and issues as necessary. The HR Executive will report directly to the Head of Human Resources or his/her named delegate/s.

The HR Executive is to carry out duties with specific responsibility for HR and collaborate as necessary with MHA and Entities on employee and industrial relations related to the employees of the Foundation.

Main duties and responsibilities:

• Gather information related to FMS employees, and ensure that this data is properly stored for easy access.
• Continuously update the internal databases of the HR office in order to ensure that accurate information is accessible.
• Assist with the day-to-day operations of the HR function and duties.
• Provide clerical and administrative support as directed by the Head of HR or his/her named delegate.
• Receive and acknowledge employment application forms.
• Process and issue recruitment adverts on media means as required.
• Maintain and manage personal files of employees working within FMS and its entities.
• Process family-friendly measures requests and extension of expiring approvals.
• Keep a record of expiry dates of probationary periods and contracts of employment and liaise with the respective HOD to obtain feedback.
• Process requests for study leave and other special leaves applicable to the FMS employees.
• Prepare monthly reports sent to OPM and any other reports as needed.
• Liaise with FMS employees and MHA for verification of sick leave.
• Together with the rest of the HR team, plan the team-building activities for the FMS Head Office.
• Attend and form part of the MHA CSR committee as may be required.
• Assisting employees and management in adhering to HR policies, procedures and payroll deadlines.
• Updating leave and other absence records on the Dakar portal.
• Ensuring that a good working relationship is maintained between HR and the rest of the organisation.
• Ensuring confidentiality of employee information is maintained at all times.
• Assist in the full recruitment process of employees: administrative duties, preparing and posting job openings, screening and rating applications, coordinating the selection process and preparing the interview agenda; interviews, verifying work history and references and tracking of new possible candidates, acting as board secretary during interviews, contacting candidates that have been selected for a position; documenting recruitment metrics, providing information to prospective employees about company standards and position-specific requirements.
• Foster positive employee relations and work to solve any employee issues that surface or are brought to his/her attention. In cases when the employee’s request goes beyond the capabilities of the Coordinator, then he/she is expected to serve as a liaison and take the issue to the appropriate person and ensure that it is resolved in a timely manner.
• Assist in the drafting of policies and procedures of the HR department.
• Assist in the drafting of internal memos and other employee notifications.
• Provide support to the Head of HR and the rest of the team, as may be required from time to time.
• Assist in compiling various HR lists as requested by the Head of HR.
• Take minutes during meetings and document these minutes in a clear and consistent manner for any future reference.
• Administer and monitor annual vacation leave, sick leave or any other leave requests.
• Be familiar with the FMS’ Standard Operating Procedures (SOPs) and any other agreements, manuals and procedures which are applicable to the FMS in order to be able to provide information to employees when and if necessary.
• Actively participate in discussions with the other members of the HR department in order to come up with new HR initiatives, policies and procedures.
• Handle all employee issues in a discreet and confidential manner. Immediately filing sensitive correspondence and information and ensuring that files are always kept under lock and key.
• Carry out any other duties which may be required from time to time according to the exigencies of the service.

Job criteria
By the closing date and time of this call for applications, applicants must have:

• A fully accredited and recognised qualification at MQF level 5 in Human Resources Management or Business Management or Leadership or a related and relevant area and at least three (3) years’ experience in an HR role.

Or;

• A fully accredited and recognised qualification at MQF level 4 in Human Resources Management or Business Management or Leadership or a related and relevant area and at least five (5) years’ experience in an HR role.

And;

• Knowledge and proven experience of employment laws and regulations.
• Knowledge of PSMC provisions applicable to the public sector and any other directives and circulars issued by the Public Administration will be considered as an asset.
• Knowledge of HR software, preferably Dakar will be considered as an asset.
• In possession of an ECDL certificate will be considered as an asset.

During the interview, candidates will be assessed on the following skills:

• Proactive.
• Confidentiality.
• Able to work on own initiative with minimum supervision.
• Organization and multitasking.
• Communication skills.
• Decision-making skills.

Type of contract and salary range:

• Contract type: Indefinite contract with 6 months probationary period.
• Salary: An attractive salary package, including a performance bonus, is being offered with this position.

Interested persons are to submit their application together with the below documents:

• Application letter.
• An updated CV.
• Two reference letters from previous employers.
• Police Conduct certificate (obtained within the last six months).

Copy of the relevant qualification certificates. (Applicants in possession of a foreign qualification need to submit a recognition statement from the Malta Qualifications Recognition Information Centre).

Applications should reach the HR department by not later than the 9th of November 2024.
Foundation for Medical Services – KMP-94475