External Call for Applications for the post of Administrative Officer

Our Ref: HRO 01/2025
Jobsplus Permit No: 223/2025
Number of posts: One (1)
Published on: 13th March 2025
Closing date for submission: Friday 28th March 2025 at 12:00 (noon)

JOB DESCRIPTION

The Administrative Officer is to efficiently assist in the daily operational management within the Older Persons Standards Authority (OPSA).
The position reports to the Head (Corporate Services).

Principal Responsibilities

The role shall ensure that administrative procedures are fully carried out or monitored as required to support the operations of the Authority.

Essential Functions

• Perform administrative duties which support the operations of the Office as required. Such duties include, but are not limited to, travelling, processing, human resources, procurement, administration, fleet management, as well as communication, public relations, answering telephone calls related to complaints and customer care.
• Assist in the planning and organisation of events, meetings and seminars scheduled by the Authority.
• Maintain records / information as required and ensure that the data is kept and archived in a secure manner.
• Identify and propose improvements to achieve greater efficiency and simplification in administrative processes.
• Be responsible of the necessary provisions for all offices and the inventory thereof.
• Be responsible for the development, management and / or completion of specific tasks which may be undertaken from time to time.
• Any other duties according to the exigencies of the OPSA as directed by the Head of Office and the CEO.

Business Skills

• Ability to analyse, evaluate and prioritise tasks in order to meet deadlines.
• Excellent communication skills.
• Possess good organisational skills with strong ethical values and high integrity.
• Have an analytical approach to work with an assertive personality as well as a demonstrated passion for excellence.

Knowledge

Proficiency in the use of Microsoft Office applications namely Microsoft Word, PowerPoint, and Excel.

Qualifications and Experience Required

By the closing time and date of this call for applications, applicants must be:

i. Proficient, both verbally and in writing, in the Maltese and English languages;

and

ii.

(a) In possession of a recognised Diploma at MQF level 5 (subject to a minimum of 60 ECTS/ECVET credits, or equivalent*) in Communications or Management or Psychology or Training and Development or Leadership and Organisational Behaviour or Customer Care or Business Studies or Human Resources or Public Administration or a relevant comparable professional qualification;

or

(b) In possession of a recognised qualification at MQF Level 4 (subject to a minimum of 120 ECTS/ECVET credits, or equivalent*) in Communications or Management or Psychology or Training and Development or Leadership and Organisational Behaviour or Customer Care or Business Studies or Human Resources or Public Administration or a relevant comparable professional qualification, plus one (1) year of relevant work experience;

or

(c) In possession of two (2) subjects at Advanced Level, which both must be in any of the following subjects: English, Maltese, Home Economics and Human Ecology, Philosophy, Sociology, Accounting, Economics, Marketing, Mathematics, or a Science subject, plus two (2) years of relevant work experience.

*A recognised qualification comparable to 60/120 ECTS/ECVET credits, as applicable, is only accepted subject to an MQRIC formal recognition statement being submitted with the application.

Terms and Conditions

The post of Administrative Officer is for an indefinite term and is subject to a probationary period of twelve (12) months. It carries an annual salary of €23,354.00 in 2025 with an annual Increase of €730.00, an annual Increment of €375.00, and any other applicable allowances as per OPSA Collective Agreement 2022-2026.
Eligible applicants will be interviewed by a Selection Board to assess their suitability to carry out the mentioned duties. The maximum mark for this selection process is 100% and the pass mark is 50%.

Submission Requirements

1. Covering letter highlighting experience.
2. Curriculum vitae (CV).
3. A scanned copy of Qualifications and Certificates including Transcripts and Recognition Statements*.
4. Police Certificate of Conduct (issued within the last six (6) months from closing date).

*Submission of Recognition Statements in respect of Qualifications

1. With the exception of those qualifications referred to in paragraphs 2 and 3 hereunder, applicants are required to submit a recognition statement by the Malta Qualifications Recognition Information Centre (MQRIC) within the Malta Further and Higher Education Authority, which is to be obtained by submitting an online “Application for the Recognition of Qualifications” at https://mfhea.mt/academic-qualifications/.
2. Prior to requesting recognition statements as per paragraph 1 above in respect of their qualifications, candidates should first consult the “Malta Qualifications Database” of the MFHEA which can be accessed on http:/qualifications.ncfhe.gov.mt/#/dashboard. Applicants are exempt from submitting a recognition statement as mentioned in paragraph 1 if they are presenting qualifications listed therein. A print of such list including the qualification is to be submitted by the applicant.
3. No recognition statement by MQRIC is required in respect of qualifications issued by Maltese self-accrediting institutions, these being the University of Malta, MCAST and ITS; or any Maltese qualification that has been accredited by the MFHEA, which on the certificates states: The ‘Malta Further And Higher Education Authority deems this certificate to be MQF …….. ’.

Applications are to be sent electronically to [email protected]. Applications sent by post are to reach the Chief Executive Officer at the address:

Older Persons Standards Authority
The Exchange, Level 2
Spencer Hill
Marsa MRS1982

All applications, whether sent by e-mail, by post or delivered by hand, are to be received by not later than 12:00 hours (noon) (Central European Time) of Friday 28th March 2025. It is the responsibility of the applicant to ensure that applications are received within this deadline as late submissions will not be accepted.

Applicants are granted up to two (2) working days after closing date or from date of notification, whichever is the latest, to submit any incorrect, incomplete, or missing documents.

Human Resources Office
Older Persons Standards Authority.

The OPSA shall process information provided by candidates solely for the purpose of this vacancy. In the event of unsuccessful applications, the Authority may keep applicants’ personal data on file for a period up to twelve months following the date that the post applied for was filled. Applicants’ information will only be used to identify any future employment opportunities within the Authority for which applicants may be suited. Applicants are free to withdraw their application and their consent to the retention of their personal data, at any time.