Role purpose: Assist in the administration of Human Resource Department and responsible for the timely and accurate creation and maintenance of employees in the relevant HR and Payroll Systems.
Key accountabilities and decision ownership:
- Provides administrative support to the day-to-day operations of the Human Resources Department including responsibility for all employee records. This includes creating physical files for new employees and maintaining and updating of these files; processing paperwork for new employees and enter employee information into the payroll system; liaise with the respective departments for the necessary onboarding items to be provided to the new employees;
- Submitting documents online and co-ordinating with JobsPlus;
- Maintain up-to-date employee records by handling changes in employee status in a timely manner. This includes changes in personal details, wage structure, as well as leave records;
- Manage the sick leave process including co-ordination of Company doctor visits to employees reporting sick and following up;
- Maintain Vacation Leave and Sick Leave for all employees and issue reports;
- Manage Maternity Leave for employees including planning for maternity leave and liaising with the employees and their manager, updating of records and follow up on the necessary documentation;
- Follow up on end of Probation and Contract dates and prepare the necessary documentation;
- Submit statutory reports in a timely manner;
- Administer the Rostering and Punching system;
- Responsible for the company’s mobile telephony service including liaising with the service provider for new connections, terminations of service and monthly reporting for the necessary compilation of internal reports for Payroll and Accounting purposes;
- Responsible for the records of overseas employees and updating the database;
Core competencies, knowledge and experience
- Must be a trustworthy individual who will be dealing with confidential and sensitive information;
- Must have a positive and can-do attitude and be able to work independently;
- Must be computer literate and is confident in using general Office applications especially E-Mail, Excel and Word;
- Ideally has previous experience in an HR environment with knowledge on the relevant Employment Legislations;
- Needs to have an eye for detail, be accurate and manage all tasks in a timely manner and within the necessary deadlines;
- Be well spoken and fluent especially in Maltese & English to be able to offer employee support;
- Must have strong organisational and problem-solving skills;
- Knowledge of HR and Payroll related systems is considered an asset
