Manager (Administration)

JOB DESCRIPTION

JobsPlus Permit No. 873/2026

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

Administrative and Corporate Support

• To assist senior management in the day-to-day administration of the department/entity, including the coordination of administrative processes, internal procedures and work priorities.
• To support the preparation and implementation of work plans, operational plans, administrative reports, returns, submissions and other corporate documentation.
• To prepare, review and process correspondence, minutes, reports, briefing notes, memos and other official documentation including transcripts and affidavits.
• To supervise the scanning of files, correspondence and other documentation and their input into a digital case management system
• To maintain proper records, registers, files and data in line with applicable retention, confidentiality and data protection requirements.
• To assist in the compilation of information required for annual reports, parliamentary questions, audits, inspections, management meetings and other internal or external reporting obligations.

Human Resources and Staff Administration

• To assist in staff administration matters, including attendance, leave, deployment, performance-related processes, training coordination and other people-management functions, as may be required.
• To support the coordination of recruitment, appointment, onboarding, progression, confirmation, disciplinary, grievance or other HR-related processes, where such functions fall within the remit of the assignment.
• To assist in the monitoring and implementation of applicable policies, directives, collective agreements and conditions of employment.
• To provide guidance to staff on administrative procedures and to escalate matters to senior management where necessary.

Financial, Procurement and Resource Administration

• To support financial and budgetary administration, including expenditure monitoring, invoice processing, procurement documentation, reconciliation of information and preparation of financial or budget-related returns.
• To assist in procurement processes, contract administration, stores, inventory, asset management and resource allocation, ensuring that applicable rules and procedures are followed.
• To assist in monitoring the proper use of public resources, including equipment, supplies, services and facilities.
• To liaise with finance, procurement, stores, maintenance, ICT and other support functions as required.

Operational Coordination and Service Delivery

• To coordinate and monitor operational activities, ensuring that tasks are carried out within established timeframes and according to required standards.
• To assist in the implementation of service-improvement initiatives, administrative reforms, digitalisation measures and other projects.
• To support the coordination of maintenance, transport, security, cleaning, accommodation, ICT, communications and other support services, where applicable.
• To assist in handling complaints, queries and requests for information, and to ensure appropriate follow-up action.

Liaison, Compliance and Governance

• To liaise with internal and external stakeholders, including Ministries, departments, agencies, central authorities, service providers and members of the public.
• To assist in audits, inspections, verifications and reviews, including the preparation of documentation and follow-up of recommendations.
• To ensure that work is carried out in line with applicable laws, regulations, policies, circulars, directives and internal procedures.
• To promote professional standards, confidentiality, ethical conduct, equality, customer care and sound public administration principles.

General Duties

• To participate in meetings, committees, boards or working groups when requested, and to follow up any action points arising therefrom.
• 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 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 Manager in Grade 3 (at 2026 rates) is €31,550 per annum, rising by annual increments of €650 up to a maximum of €36,100.

The post of Manager attracts a Class Allowance of €2,015 per annum and a Communications Allowance of €500 per annum.

The post of Manager attracts an Annual Performance Bonus of up to a maximum of 10% 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 recognised Masters’ degree at MQF Level 7 (subject to a minimum of 90 ECTS/ECVET credits, or equivalent); or

ii) in possession of a recognised Bachelor's degree at MQF Level 6 (subject to a minimum of 180 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 plus one (1) year experience in areas relevant to the post; or

iii) 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, plus five (5) years’ experience in areas relevant to the post; or

iv) in possession of three (3) subjects at Advanced Level plus five (5) years’ experience in areas relevant to the post; or

v) in possession of two (2) subjects at Advanced Level and three (3) subjects at Intermediate Matriculation Level plus five (5) years’ experience in areas relevant to the post; or

vi) in possession of fifteen (15) years relevant work experience, eight (8) 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.