Job Description
The Role
The Administrative Assistant in the Enforcement section provides essential administrative support to ensure the smooth running of the section.
Duties and Responsibilities
- Implement the maintenance of the subject person database and files used by the Enforcement section to ensure that these are kept up to date at all times as well as regularly inform management of main changes in the subject person population.
- Coordinate and oversee the maintenance and collection of Enforcement data.
- Assist in the issuing of enforcement letters, including but not limited to confirming address, printing scanning and obtaining signatures, preparing cover letters, co-ordinating hand delivery and sending same scanned letter by email.
- Ensure adequate recording of any statistical data pertaining to the Enforcement section.
- Manage incoming and outgoing correspondence received / sent by the Enforcement section and ensure that incoming correspondence is acted upon or directed to the relevant officers within the section, as well as assist in the preparation of outgoing correspondence.
- Manage the retention and storage of documents received / used by the Enforcement section to ensure that these are available as and when required.
- Ensure that queries put forward via email and/or telephone are adequately addressed or directed to the relevant officers within the
- Enforcement section or to the relevant section within the FIAU. This includes assisting in the management of the Enforcement mailboxes.
- Assist in the planning and booking of meetings and events, both in-house and external, and attend any such meetings or events as required.
- Draft and organizing meeting minutes as required.
- Assist in court related matters, including preparing documents and other evidence to be presented in court proceedings.
- Liaise with the IT department when the need arises.
- Carry out other ancillary administrative duties such as filing, scanning, labelling, printing, photocopying or vetting any documents as required.
- Provide general administrative support to section staff, as required.
- Carry out other administrative duties as may be assigned by the Enforcement Head, Senior Manager and Managers of the Enforcement section.
Requirements
- Applicants must, as a minimum, be in possession of an A’ level standard of education (MQF Level 4) together with at least 2 years of experience working in a similar role. Applicants in possession of a school leaving certificate will also be eligible for this post, provided they have a minimum of 5 years experience working in a similar role.
- Fluency in both Maltese and English languages is required.
- Applicants should be well-skilled in Microsoft Office tools.
- Applicants must be able to work both independently and as part of a team, be well-organised, collaborative, proactive, and have the ability to manage multiple tasks effectively.
- Demonstrated work experience in a similar role and the possession of a relevant ICT qualification will be considered an asset.
What We Offer
- Health insurance group cover.
- Life insurance group cover.
- Work from home.
- Sponsorship training scheme.
- Training and study leave.
- Family-friendly measures.
- Team building events.
- Free parking (first come first served).
Jobsplus permit number: 941/2024
