Assistant Manager (Administration)

ASSISTANT MANAGER (ADMINISTRATION)

JobsPlus Permit No. 738/2026

JOB DESCRIPTION

The main duties of Assistant Manager (Administration) at the Court Services Agency shall inter alia include:

General Administrative Support

• To provide general administrative and clerical support to the office, section, unit or directorate where assigned.
• To receive, process, file and follow up correspondence, notices, applications, forms, requests, records and other documentation.
• To draft, type, format and issue routine correspondence, notices, minutes, reports, memos, lists and other administrative documents.
• To maintain files, registers, databases, spreadsheets and records in an accurate and timely manner.
• To perform digital scanning of files, correspondence and other documentation
• To assist in the organisation of meetings, appointments, agendas, interviews, boards, committees and other administrative activities.

Records, Data and Reporting

• To collect, input, verify and update data required for administrative, HR, financial, operational or reporting purposes.
• To assist in the preparation of returns, statistics, reports, lists and other information requested by senior officers, management or central authorities.
• To ensure that records and documentation are maintained in line with applicable confidentiality, retention and data protection requirements.
• To ensure that scanned files, correspondence and other documentation are properly catalogued and documented into a digital case management system.
• To retrieve information from records, systems or files and present it clearly when required.

Human Resources and Staff Administration Support

• To assist with basic HR and staff administration duties, including attendance records, leave records, onboarding documentation, training records, performance-related documentation and other staff-related processes, where applicable.
• To support the processing of forms, certificates, declarations, applications and other documentation relating to staff administration.
• To assist in communicating information, circulars, instructions and administrative updates to staff, as directed.

Financial, Procurement and Resource Support

• To assist with administrative tasks relating to procurement, purchasing, quotations, invoices, payments, travel forms, inventory, stores and supplies, where applicable.
• To maintain records of equipment, supplies, assets and other resources, and to assist in stock-taking or inventory-related exercises.
• To liaise with relevant sections or officers regarding administrative, financial, procurement or operational matters, as required.

Operational and Customer Support

• To provide support in the coordination of day-to-day office operations and service delivery.
• To receive and respond to routine queries from staff, public officers, external stakeholders and members of the public, or refer such queries to the appropriate officer where necessary.
• To assist in following up complaints, notices, requests for information and pending administrative matters.
• To support operational arrangements relating to meetings, logistics, facilities, transport, stores, maintenance, ICT, communications or other support services, where required.

Compliance and Professional Conduct

• To carry out duties in accordance with applicable laws, policies, circulars, directives, procedures and instructions.
• To observe confidentiality, data protection, ethical conduct, equality, customer care and professional standards at all times.
• To use official systems, equipment, records and information responsibly and only for authorised work-related purposes.

General Duties

• To participate in meetings, training sessions or working groups when required.
• To provide administrative support to senior officers and management as directed.
• To perform any other duties according to the exigencies of the department/entity where assigned, and as directed by the relevant Head of Department, Chief Executive Officer, Director, Manager or other authorised senior official.

The selected officer will be released by the Court Services Agency to perform duties within a Public Service Department, Ministry, Agency or Entity, as may be determined from time to time.

SALARY & CONTRACT INFORMATION

Contract Type: Indefinite

Probationary period: 12 months

Salary: The salary for the post of Assistant Manager in Grade 4 (at 2026 rates) is €28,400 per annum, rising by annual increments of €590 up to a maximum of €32,530. The post of Assistant Manager attracts a Class Allowance of €1,560 per annum and an Annual Performance Bonus of up to a maximum of 5% of the basic salary, subject to satisfactory performance.

QUALIFICATIONS AND/OR EXPERIENCE REQUIRED

By the closing time and date of the call for applications, applicants must be:

a) i. citizens of Malta; or

ii. 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

iii. 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

iv. 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 (i), (ii) or (iii); or

v. 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

vi. 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 Identità should be sought as necessary in the interpretation of the above provisions.

The appointment of candidates referred to at (ii), (iii), (iv) and (v) 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

b) able to communicate in the Maltese and/or English languages;

AND

c) i) in possession of a recognized Diploma at MQF Level 5 (subject to a minimum of 60 ECTS/ECVET credits, or equivalent) in Management or Business Administration or Public Administration or Public Management or Public Policy or Project Management or Human Resources or Procurement or Finance, or Accounting; or

ii) in possession of three (3) subjects at Advanced Level; or

iii) in possession of two (2) subjects at Advanced Level and three (3) subjects at Intermediate Matriculation Level; or

iv) in possession of three (3) years relevant work experience, one (1) of which must be related to the duties of this post.

AND

d) Of conduct which is appropriate to the post applied for and must produce a Certificate of Conduct issued not earlier than one (1) month from the date of application.

Qualifications at a level higher than that specified above will be accepted for eligibility purposes, provided they meet any specified subject requirements.