Job Description
The Office Administrator forms part of a team of workers at the Children’s Homes of Fondazzjoni Sebħ. S/he is required to work hand in hand with the Home Managers of the Residential Homes they will be assisting. The selected candidate will work under the guidance and supervision of the Home Manager and will be assigned various responsibilities related to the day-to-day running of the Residential Homes.
Key responsibilities
- General duties:
- Assist the Managers in all administrative tasks to ensure the smooth running of the Residential Homes;
- Attend and participate in internal meetings in line with the practices of the organization;
- Assist the Manager in the coordination and organization of meetings;
- Take minutes of meetings when requested to do so by the Manager;
- Attend supervision and training as required;
- Keep an up-to-date filing system;
- Be responsible for servicing, maintenance and upkeeping of vehicles;
- Compiling maintenance needs and liaising with the Central Office for the coordination of maintenance works;
- Liaising for servicing of CCTVs, air conditioners, lifts health and safety equipment and others as required;
- Support the Home Manager in the preparation of staff duty rosters and keep rosters regularly updated;
- Prepare monthly files with the updated necessary documentation;
- Payroll and procurement:
- Collecting of timesheets and prepare all the necessary documentation for payroll purposes;
- Checking all documentation submitted and prepared for payroll;
- Keeping records and copies of all expenditures and receipts;
- Ensuring that records are prepared accurately before submission;
- Be responsible for the upkeeping of stores;
- Assist the Home Manager in food and other procurement processes;
- Collect quotations as directed by the Home Manager;
- Check all deliveries and invoices received;
- Prepare documentation for payment of invoices;
- Follow up on receipts.
Qualifications
- 5 years’ experience in administration. Previous experience in a similar setting would be an asset; Or
- 2 years’ experience in administration and a qualification in a related field. Previous experience in a similar setting would be an asset.
Experience
- Work experience in administration is considered an asset.
Skills and personal attributes
- Effective team working skills;
- Good writing skills;
- Good computer skills;
- Good organisation Skills;
- Able to work on own initiative;
- Ability to meet deadlines;
- Ability to communicate effectively with others;
- Ability to remain patient, objective and positive under pressure;
- Proficiency in the Maltese and English languages, both spoken and written, is preferred.
