Job Description
Main job purpose
Responsible for implementing workflow procedures based on direction from the CEO, Chief Officer, and / or Senior Manager. Duties include supervising employees during day-to-day tasks, providing customer support in escalated situations and managing the overall workflow of a workplace. This will be achieved by assisting the chief officer and senior manager in matters pertaining to the Lands Authority.
Main duties and responsibilities
- Accomplish the departments’ objectives by managing staff, planning, and evaluating department activities.
- Monitor incoming and outgoing communication on behalf of the chief officer and act accordingly.
- Organize and keep up with records, documents, and files and make sure the chief officer has easy access to all information.
- Attend meetings as the chief officer’s point of contact with other senior managers and representatives of the estate management and the authority.
- Assist senior managers in managing projects that the chief officer has assigned to them. Organise project schedules, monitor development and make sure deliverables are reached. Work with other team members to collect data and share updates.
- Ensure the chief officer’s office runs efficiently. This can entail organising it support, managing supply, and resolving any potential administrative problems.
- When directed by the chief officer, conduct research, and prepare reports or presentations on various subjects.
- Assist the chief officer in setting priorities, controlling timelines, and guaranteeing that pressing issues receive fast attention. Determine areas that require assistance proactively and take the initiative to help.
- Liaise between managers, customers, and employees.
- Review employee’s performance and provide respective feedback to the employee.
- Provide motivational strategies to employees to ensure job satisfaction.
- Resolve any customer or employee queries.
- Handle any correspondence via mail and telephone.
- Represent the Lands Authority in meetings as required.
- Ensure the authority’s policies are followed.
- Any other related task as directed by the CEO, Chief Officer, or Senior Manager.
Person specification – the qualifications, experience, skills and other attributes required by the job holder
- Essential
- MQF level six (6) and one (1) years’ experience in a field relevant to the duties and responsibilities of the directorate concerned. Or;
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- MQF level five (5) degree and three (3) years experience in a field relevant to the duties and responsibilities of the directorate concerned. Or;
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- A minimum of four (4) years working experience in a field relevant to the duties and responsibilities of the directorate concerned, with a minimum of two (2) years working experience in management.
Skills
- Good knowledge of verbal and written communication in both Maltese and English is essential.
- Proficient in standard business office software (Microsoft Office).
- Ability to work under pressure in a fast-paced and changing environment.
- Thinks and acts strategically.
- Leads and develops others.
- Takes ownership and actions.
Job reference: 4566/24.
Permit number: 454/2024.
