Reporting to the HR Administration Coordinator, the HR Administration Associate serves as the organisation’s administrative expert to assure a practical and effective administration function when it comes to Time & Attendance related topics, employee contracting, document screening and allocation of office space, administer health benefits and oversee employee work permit and visa applications and general company administration.

 

Key Accountabilities:

Time & Attendance topics:

• Oversee updates to employee data on the Microsoft AX and Shireburn Indigo systems as may be required.
• Prepare payroll exception report and pass on for authorisation to HR Director/Head of HR. 
• Time & Attendance programme (Indigo) champion 
• T&A reporting

Office Management Support

• Maintain a key register and ensure that key issuing is kept under strict control and access to the building is given as per standard procedure.
• Manage health insurance cover provision. 
• Allocate stock of office supplies (stationary) according to departmental requirements.
• Support the HR Administrative Coordinator in the process of checking and validating documentation and invoices from various service providers within the organisation.
• Register loans of books from the FCP library and manage access.

Personnel Administration

• Manage central employee contract repository and maintain employee files and documents in an organised system.
• Vet employment documents including medical screening and escalate any variances to standard procedure. Follow up the expiration of probation periods and definite contracts.  
• Responsible for the workflow to apply for work and residence permits, visas, and related documentation using the online system, ensuring on time filing of applications and renewals.
• Administer health benefits and advise new employees on how to join the scheme.

Public relations support

• Execute relationship building initiatives for the company’s key contacts (e.g., Christmas hampers and e-cards).
• Coordinate initiatives the company may undertake from time to time with respect to its employees (e.g., sending flowers on birth).
• Freedom to act: modifications of practices and procedures, determine own priorities

Knowledge, Skills and Abilities:

Education

• MQF Level 4 in HR, Administration or equivalent

Experience

• 3 years working experience as an administrative officer/executive
• Leading self

Technical Skills

• Office Administration skills
• Organising workflow in best sequence
• Basic legal understanding of company and key employment legislation
• Experience in payroll processes
• Knowledge of Visa process and employment licenses
• Basic HR processes knowledge including recruitment, probation, and definite contracts
• Strong HRMS knowledge and MS Office
• Administrative knowledge (incl. Jobs plus, Identity Malta and Social Security)
• Experience with generating reports, analysing data and mapping trends
• Thinking Challenge: reorganise, recall, sort

Competencies

• Analytical thinking and problem solving
• Attention to detail
• Rule orientation
• Drive for results
• Relationship building
• Verbal and Written Communication
• Programme and project management
• Planning and organising