STM Malta Pension Services Ltd

Data Integrity & Front Office Administrator

  • Basis:  Full-Time
  • Closing Date:  17 Apr, 2023
  • Job Ref:  KMP-80553

Job Description

STM Malta is part of STM Group Plc, a company listed on the Alternative Investment Market of the London Stock Exchange, with trading offices in the United Kingdom, Gibraltar, Malta, Spain and Australia.

STM Malta is registered as a retirement scheme administrator with the Malta Financial Services Authority (MFSA), providing such services to a growing international client base.

We are currently seeking a Data Integrity and Front Office Administrator.

Summary of role
General office administration and data maintenance.

Core competencies

  • Numerate
  • Working knowledge of Excel
  • Literate
  • Computer literate (EDCL would be an advantage)
  • Ability to interact effectively with clients and staff at all levels

Knowledge and skills

  • Educated to O’ level standard in Maths and English
  • Experience in the office environment
  • Attentive to detail
  • Ability to work accurately and to deadlines
  • Fluent in English, both written and oral
  • Proficient with Microsoft Office Suite

Key interfaces

  • Management
  • Office Administrator
  • Peer group within the department
  • Staff
  • Central services
  • Clients


  • Update company database Boss by scanning and linking documents to individual member records
  • Scan, log and file documents or shred them if no longer required
  • Sort and organise data to ensure it is not lost. This may include transferring or copying computer files from one database to another including SharePoint and Boss
  • Verify data by comparing it to source documents
  • Update existing data on Boss from other sources such as Excel spreadsheets or paper format records
  • Retrieve data from the Boss database or electronic files as requested
  • Perform regular backups to ensure data preservation
  • Maintain filing system DocReg to track the location of files when they are required by members of staff
  • Organising courier packages (inward and outward)
  • Collect, stamp, log and allocate posts to different departments
  • Responsible for sending outgoing post
  • Communicating with MaltaPost throughout the ongoing bulk scanning (Harbour files) project
  • Scanning, linking and shredding documents for the above project and other bulk scanning projects
  • Assists clerical and support staff with their assigned duties with the guidance of the Team Supervisor
  • Diary management of Board room and meeting rooms – ensure board room is stocked and presentable at all times
  • Occasionally welcome visitors and direct them to the relevant office / personnel
  • Occasionally organise refreshments for visitors
  • Manage the signing-in and out sheet for staff and visitors

Other duties as 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, but which are not explicitly listed in the job description.