MD’s PA & HR Administrator

Medelec Switchgear Ltd with over 45 years’ experience in the design and manufacture of air-insulated medium voltage switchgears, compact and mobile substations, control panels, low voltage distribution boards and automatic voltage regulators and the manufacture of gas-insulated switchgear and Ring Main units is seeking to recruit a PA and HR Administrator.

The selected candidate would be required to assist Senior Management and the other top-level individuals as required, would have to coordinate the duties of the other secretaries and be responsible for the guest relations, maids and receptionist.

You will act as the first point of contact for HR-related queries from employees and external partners.

Your main administrative duties include maintaining personnel records, managing HR documents (e.g., employment records and onboarding guides) and updating internal databases. Our ideal candidate has experience with HR procedures and can juggle various administrative tasks in a timely manner.

Ultimately, you should be able to ensure our HR supports our employees while conforming to labour laws.

Responsibilities:

• Handling the day-to-day office duties such as phone calls, filing, sorting and distributing mail and keeping the Manager’s diary.


• Meeting and greeting visitors at all levels of seniority.


• Preparing travel itineraries for both senior Management and employees including booking hotels.


• Handling visitors’ / guests' hospitality such as hotel / dinner reservations and transport.


• Managing visa and work permit applications.


• Preparing Agendas, reports and board files for board and annual general meetings.


• Organize and maintain personnel records.


• Update internal databases (e.g., record sick or maternity leave).


• Prepare HR documents, like employment contracts and new hire guides.


• Revise company policies.


• Liaise with external partners, like insurance vendors, and ensure legal compliance.


• Applying for foreign national visas etc.


• Create regular reports and presentations on HR metrics (e.g., turnover rates).


• Answer employees’ queries about HR-related issues.


• Assist the Finance department by providing relevant employee information (e.g., leaves of absence, sick days, and work schedules) and carrying out payroll tasks.

Requirements:

• Successfully completed a recognized diploma in Administrative and Secretarial studies and HR studies or equivalent (MQF level 4 or higher) ECDL certificate.


• Proven work experience as an HR Administrator, HR Administrative Assistant, or relevant role.


• Two years’ experience in a similar post.


• In possession of a Maltese driving license would be considered an asset.

Essential Skills:

• Professional, flexible capable of working on his/her own initiative.


• Excellent reading, speaking and writing in Maltese and English (especially Business English), any other language would be an asset.


• Strong IT skills.


• Familiarity with travel reservations and visa / work permit application process.


• Knowledge of the Arabic language and culture would be an added asset although not a necessity.


• Excellent organizational skills, with an ability to prioritize important projects.


• Strong phone, email and in-person communication skills


• Thorough knowledge of labour laws will be considered an asset.

Medelec Switchgear Limited - KMP-92925