Officer III (Administration) – Secretarial Assistant

• The duties and responsibilities of the position are:-
• Supporting their designated senior officers in the clerical/administration needs of their Directorate functions, including the word-processing/typing of all required documents, reports, memoranda and correspondence. 
• Giving and receiving messages to/from external bodies, members of the public and Authority staff on behalf of the senior officer/s and taking necessary follow up action as directed, maintaining appropriate confidentiality on all matters.
• Providing first line customer service to visitors, callers on behalf of the senior officer/s both face to face or over the phone and maintaining good client relations, including involvement (as required), in front-of-house activities.
• Preparing (as required) acknowledgements to received planning applications, entering these into planning registers, copying decisions and inputting other relevant details into the planning information system. 
• Ensuring that section correspondence/documents are dealt with according to laid down standards and procedures, including (as necessary) classification, registration, pre-filing action, filing and retrieval of such material/documents.   
• Clerical assistance (as required) in the preparation of statutory notices, recording decisions from relevant bodies; preparing and dispatching decision notices. 
• Using (as required) computerised processes for the input of data and extraction of information relevant to the functioning of the Unit/Section.
• To interchange as necessary in a front-of-house reception role, dealing with enquiries from members of the public and passing these to relevant technical or professional staff
• To carry out related ancillary clerical tasks necessary for proper fulfilment of job requirements, including (as required through confidentiality needs or work exigencies) photo-copying and collating clerical material.  
• Assist in the checking of application forms and /or other documents presenting applicant/developer/architect/ details relating to complaints, commencement notices, compliance certificates and registration of billboards, comply administratively to the function of the business. (checking of documents shall not constitute the review of drawings, plans, clearances and/or surveys) 

By the closing date of this advert, applicants must be:

• citizens of Malta; or
• citizens of other Member States of the European Union who are entitled to equal treatment to Maltese citizens in matters of employment by virtue of EU legislation and treaty provisions dealing with the free movement of workers; or
• citizens of any other country who are entitled to equal treatment to Maltese citizens in matters related to employment by virtue of the application to that country of EU legislation and treaty provisions dealing with the free movement of workers; or
• any other persons who are entitled to equal treatment to Maltese citizens in matters related to employment in terms of the law or the above-mentioned EU legislation and treaty provisions, on account of their family relationship with persons mentioned in paragraph (a), (b) or (c); or
• third country nationals who have been granted long-term resident status in Malta under regulation 4 of the “Status of Long-Term Residents (Third Country Nationals) Regulations, 2006” or who have been granted a residence permit under regulation 18(3) thereof, together with family members of such third country nationals who have been granted a residence permit under the “Family Reunification Regulations, 2007”; or
• in possession of a residence document issued in terms of the “Residence Status of United Kingdom Nationals and their Family Members in Malta in accordance with the Agreement on the Withdrawal of the United Kingdom and Northern Ireland from the European Union and the European Atomic Energy Community Regulations”.
• The advice of the Citizenship Unit within Community Malta Agency and the Expatriates Unit within Identita` should be sought as necessary in the interpretation of the above provisions.
• The appointment of candidates referred to at (b), (c), (d) and (e) above would necessitate the issue of an employment licence in so far as this is required by the Immigration Act and subsidiary legislation. Jobsplus should be consulted as necessary on this issue.

AND

ROUTE A OR ROUTE B

Route A – Qualifications and Experience

Applicants must be in possession of a minimum four (4) O’Levels which must include English and Maltese plus a minimum of one (1) year office experience with a professional organization.

OR

Route B – Qualification

Be in possession of an MCAST Certificate in Secretarial Studies or an equivalent and recognized qualification.

Skills (applicable to Route A and B)

Word-processing literate, and preferably skilled in other IT tools, typing skills, fluency in Maltese and English and good oral and written communication skills.