Administrative Assistant - HR

Our Client being an establish Corporate Firm, is looking for an Administrative Assistant to join the HR department. The candidate chosen will be working on reduced hours basis (25 hours per week) but would need to be flexible depending on the urgent needs to the client when required.

RESPONSIBILITIES

Administrative:

Screening of emails across the two mailboxes used by the HR department.
Processing employees’ requests and provide relevant and accurate information.
Maintaining timely and accurate filing of employee records in soft and hard copy versions.
Updating all HR databases.
Keeping the HR policies and procedures live by constantly updating them to the current times under the guidance of the superior.
Coordination of HR internal meetings and other meetings for the HR team.
Booking of training sessions for all employees across the Group.
Other daily general administrative duties as requested from time to time.

Payroll:

Assist with accurate and timely data in the payroll preparation by keeping all payroll system and HRIS updated.
Other general payroll administrative duties.

Recruitment:

Liaising internally and with recruiters and candidates as part of the recruitment process:
Updating of Job Description and Job Vacancy.
Posting jobs on recruitment advertising sites.
Keeping all recruiting platforms updated.
Screening of incoming CVs and sharing them with the responsible recruitment manager.
Setting up and managing the interviewing process.
Understand the importance of first impressions for our new employees by delivering outstanding induction and orientation sessions.
Assistance in preparing Third Country Nationals’ work permits and renewals, when needed and in a timely manner.
Accurately filling in recruitment reports.

Staff Reviews:

Keeping review dates updated on various systems and databases.
Ensuring that all reviews are set up in a timely manner in accordance with their due date.
Preparing supporting documents relating to the reviews.

REQUIREMENTS

At least 2 years` experience in a similar role.
A diploma or equivalent qualification in a related field.
A meticulous approach to work with a great eye for detail are critical for the successful fulfilment of this role.
Able to fully focus on the job at hand to deliver to exceptionally high standards.
Sound working knowledge of the Employment and Industrial Relations Act, Chapter 452 of the Laws of Malta.
An understanding of the professional maturity that is required to work within the Human Resources function.
Taking initiative and embracing a proactive approach to foster continuous improvement Excellent computer skills and proficiency in Microsoft Excel, Word, Outlook, and Access and be ready to learn company-specific software if required.
Exceptional oral and written communication skills in English.
Strong interpersonal skills.
A demonstrated commitment to high professional ethical standards.
Thrive in a fast-paced environment.
Work with minimal supervision, to be able to prioritise and deliver quality work within tight time frames.

to be discussed