Administrator

Leadership Consultancy & Training services

Job Description of Administrator
Description: Administration (namely at Malta Leadership Institute)

Administration Officer Job Purpose: responsible for providing administrative and clerical services in
order to ensure effective and efficient operations of the Malta Leadership Institute (In the event that a restructuring process might take place, this role might change accordingly and will not be necessarily tied to Malta Leadership Institute).

Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.

This role will include the following responsibilities:

1. Provide receptionist and customer care services
• Greet and assist students
• Answer phones
• Deal and solve enquiries of customers
• Refer legal issues and enquiries to Director and discuss accordingly
• Abide with Customer Care and LCTS/MLI procedures
2. Office Tasks:
• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Manage agendas /appointments etc. for Director/Head of MLIAdmin in relation to the area of work
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Support budgeting and bookkeeping procedures both for office and also for potential cleints
• Create and update records and databases with personnel, financial and other data of clients/condominia
• Track stocks of office supplies and place orders when necessary
• Oversee that offices are kept clean
• Submit timely reports and prepare presentations/proposals as assigned
• Assist colleagues whenever necessary
3. Generic Administrative Support:
• Provide administrative support to ensure that organisation operations are maintained in an effective, up to date and accurate manner.
• Answer all correspondence, type reports and other documents where necessary
• Maintain office files and systems
• Open and distribute the mail
• If necessary, take minutes at meetings and distribute minutes
• Report repairs of office equipment to Director or Projects Officer (External)
4. Provide support to the Director
• Ensure that organisation is provided with the resources to make effective decisions.
• Vett applications of students
• Maintain confidential records and files
• Maintain records of decisions
• Arrange for payment of pending invoices and issuing invoices for payment for clients
• Research and assist with the preparation of motions, policies and procedures
• Review and edit reports to meetings
• Prepare correspondence for meetings
• Prepare documents and reports on the computer
• Prepare agendas for meetings
• Prepare documents for meetings and courses
• Update systems required for every day work
• Attend board/staff meetings and where necessary or asked
• Drafting of letters
• Filing of documents
• Record minutes and submit minutes for approval
5. Perform other related duties as required
• using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets and databases;
• booking rooms and conference facilities if required;
• using content management systems to maintain and update websites and internal databases;
• attending meetings, taking minutes and keeping notes if necessary;
• managing and maintaining budgets, as well as invoicing where necessary;
• liaising with staff in other departments and with external contacts;
• ordering and maintaining stationery and equipment;
• sorting and distributing incoming post and organising and sending outgoing post;
• organising and storing paperwork, documents and computer-based information;
• photocopying and printing various documents.

Qualifications

Bachelor's Degree in Business Admin or related field is required, however candidates who had an MQF5 in Business Admin or related field will be considered.
Experience of at least 2 years in Office Administration