Pensions Administrator

STM Malta is part of the STM Group with trading offices in the United Kingdom, Gibraltar, Malta, Spain and Australia.

STM Malta was established in 2010 and is a leading provider of international pension solutions. It administers seven different personal pension schemes with different objectives and services approximately 6,500 clients located all around the world.

STM Malta is authorised to act as a Retirement Scheme Administrator under The Retirement Pensions Act and is subject to ongoing regulation by the Malta Financial Services Authority (‘MFSA’).

The Pensions Administrator is responsible for ensuring the accurate and timely processing of changes within the pensions department, with a strong emphasis on delivering high-quality service. This includes maintaining operational efficiency, upholding productivity standards, and ensuring all tasks are completed in line with internal procedures and regulatory requirements. The role requires a proactive approach to identifying and resolving issues, supporting continuous improvement initiatives, and contributing to a culture of excellence in client service and administrative accuracy.

Knowledge and Skills

• Previous experience in pension administration, financial services, or related fields would be considered an asset.

• Preferably, an academic qualification in a finance-related field or relevant working experience.

• Proficient with MS Excel and good knowledge of the MS Office suite in general.

• Be proactive, prioritise tasks, and meet deadlines in a dynamic environment.

• An understanding of basic investment principles would be preferred.

• Strong attention to detail, with a commitment to accuracy and quality in all aspects of work.

• Ability to set and manage personal deadlines and work accurately under pressure to meet tight deadlines – both independently and when overseeing others.

• Ability to identify risks associated with client transactions.

• Familiarity with QROPS.

STM Malta Pension Services Limited is registered as a Retirement Scheme Administrator with the Malta Financial Services Authority. It is also authorised to act as trustee or co-trustee to provide fiduciary services in terms of the Trusts and Trustees Act.

Primary Responsibilities

• Establish and maintain effective office administration procedures in collaboration with the Supervisor, ensuring smooth day-to-day operations and adherence to internal protocols.

• Act as a key point of contact for clients and their advisers, managing service-related queries and communications through telephone and email with professionalism and efficiency.

• Execute client transactions accurately and in a timely manner, ensuring compliance with internal controls and regulatory requirements.

• Respond to ad hoc requests and operational needs with flexibility and a solutions-oriented approach, supporting the team’s dynamic workload.

• Maintain and update client records within the primary management information system, always ensuring data integrity and confidentiality.

• Provide comprehensive administrative support to team members, contributing to the overall effectiveness and productivity of the department.

• Prepare, process, and track various change applications, ensuring all documentation is complete, accurate, and submitted within required timeframes.

Core Competencies

• Successfully completed a post-secondary level of education from a recognised institution.

• Excellent organisational and analytical skills, with a keen eye for detail.

• Strong command of written and spoken English with excellent interpersonal skills.

• Proficient with numbers and comfortable carrying out calculations.

Key Interfaces

• Internal: Peer group within the department and other departments within the company.

• External: Third parties include investment, legal, tax advisers, investment houses, fund providers and a few others.

Other duties may be determined from time to time by Management.

The tasks listed are not meant to be exhaustive, and you may be requested to perform those duties or undertake other reasonable tasks of a similar nature which are not explicitly listed in the job description.