Job Description
The Admissions’ Office is responsible for the admission of children in Church schools. The office is led by a Principal Officer who is directly responsible to the Director General. The Executive Officer is expected to assist the Principal Officer in this task.
The salary for the post of Executive Officer is salary scale 14, which in 2024 is €18,538.02 per annum, rising by annual increments of €316.83 up to a maximum of €20,439.
An Executive Officer will progress to salary scale 13, which in 2024 is €19,867 per annum, rising by annual increments of €335.50 up to a maximum of €21,880, on completion of two (2) years of satisfactory service in the grade subject to satisfactory performance.
The duties and responsibilities of an Executive Officer include:
- Updating the Regulations for Church school entry and the ‘forms’ for the different admissions criteria;
- Compiling a yearly analysis of the previous Admissions process and setting goals towards the improvement of the next admission process;
- Establishing the number of available places in the different schools for the specific year of entry, both for children in mainstream and those requiring support;
- Planning and scheduling events from ‘Application Phase’ to ‘Choice of School’;
- Setting up informative meeting and close communication with the different Church schools;
- Promoting the process of entry and the spread of information thereof through the participation in TV and Radio programmes;
- Answering queries by phone, mail, email and/or social media;
- Preparing press releases and circulars;
- Inputting and checking of data in the Admissions’ database and as required;
- Preparing all the necessary documentation for the Admissions Board and replacing the Principal Officer on the Board when required;
- Ensuring a smooth-running ballot system through regular data inputting and meticulous counter-checking;
- Handling all correspondence to schools and issuing notification letters to parents / guardians of applicants;
- Compiling basic reports such as statistical data or related content as required by management;
- Compiling basic financial reports such as departmental budgets, VAT returns and bank accounts reconciliation;
- Handling cash such as application and registration fees;
- Assuming responsibility for public meeting when required;
- Participating in the ballot and registration process;
- Managing changes made by parents and related actions that need to be taken;
- Being knowledgeable about educational needs and official support given to students with different needs;
- Fulfilling duties in strict adherence to the Regulations for Church Schools Admissions;
- Being accountable to the Principal Officer (Admissions);
- Performing any other duties that may be assigned from time to time by the Principal Officer (Admissions);
- Performing any other duties that may be assigned from time to time by the Director General.
Eligibility requirements
- Proficient in the Maltese and English languages; and
- Eligible in terms of one of the following categories (a, b, c or d):
(a) In possession of a recognised (two-year full-time or equivalent) qualification at MQF Level 4 (subject to a minimum of 120 ECTS/ECVET credits, or equivalent) in a related area; Or
(b) In possession of two (2) A’ Level passes at MQF Level 4 in related areas; Or
(c) Church School employees in the grade of Senior Clerk upon confirmation of appointment;
(d) Church School employees in the grade of Clerk, whose appointment has been confirmed, having a minimum of three (3) years’ satisfactory service in the grade.
In both cases (a) and (b) above, applicants must also be in possession of:
- A pass (at least at Grade 1-5, Grade C or a comparable level) at MQF Level 3, in Maltese, English, Mathematics and IT Office Application skills**, unless any of these subjects already feature as separate study units within the course / A’ level subjects pursued at MQF Level 4; Or
- A level 3 VET qualification, or a Secondary School Certificate and Profiling qualification at MQF Level 3, in Maltese, English, Mathematics and IT Office Application skills** as separate study units within the course/A Level subjects pursued at MQF Level 4.
**It is clarified that reference to IT Office Application skills covers any successfully completed course at MQF Level 3 accredited by ECDL or ICDL Malta or the Malta Further and Higher Education Authority (MFHEA).
Further details with regards to this post may be found on the website.
