Senior Executive (Administration)

SENIOR EXECUTIVE (ADMINISTRATION)

JobsPlus Permit No. 744/2026

JOB DESCRIPTION

The Senior Executive (Administration) shall provide senior administrative, operational and corporate support within the Public Administration, according to the exigencies of the Court Services Agency and the Public Administration.

The selected candidate 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. The role is intended to support senior management in the effective planning, coordination, implementation and monitoring of administrative, financial, human resources, operational and corporate management functions.

The incumbent shall be expected to provide timely and professional advice, coordinate administrative processes, support the implementation of policies and procedures, contribute to the proper management of staff and resources, and ensure that assigned functions are carried out efficiently, transparently and in accordance with applicable legislation, policies, procedures and public administration standards.

Main Responsibilities

• To provide support and advice to senior management on administrative, corporate, operational, financial, human resources and organisational matters, according to the needs of the department/entity where the officer is assigned.
• To assist in the planning, coordination and implementation of administrative processes, work programmes, internal procedures and management initiatives.
• To coordinate and support the work of units, sections or teams assigned to the incumbent, including the allocation, monitoring and follow-up of tasks, resources and deadlines.
• To assist in the preparation, implementation and monitoring of business plans, work plans, financial estimates, HR plans, operational plans, management reports and other corporate documents, as required.
• To assist in the collection, verification, analysis and submission of data and information required for internal management purposes, central authorities, audits, parliamentary questions, annual reports and other periodical or ad hoc returns.
• To support recruitment, deployment, staff administration, attendance, performance management, training, disciplinary, grievance and other people-management processes, where such functions fall within the remit of the assignment.
• To assist in the monitoring and implementation of collective agreements, policies, directives, procedures and other applicable conditions of employment, where relevant.
• To support financial and budgetary administration, including expenditure monitoring, revenue-related processes, procurement planning, financial reporting, reconciliation of information, and the preparation of returns or documentation required by central authorities.
• To assist in ensuring that expenditure, revenue, procurement, inventory, assets and other resources are administered in line with applicable laws, regulations, policies, procedures and delegated authorities.
• To coordinate and support procurement, contract administration, stores, maintenance, transport, security, cleaning, ICT, accommodation, equipment and other operational or support services, where these fall within the remit of the assignment.
• To assist in the development, implementation and monitoring of capital projects, service-improvement initiatives, administrative reforms, digitalisation measures including maintaining a digital registry and other organisational projects.
• To liaise with internal and external stakeholders, including Ministries, departments, agencies, central authorities, auditors, service providers and other relevant bodies, as required.
• To facilitate audits, inspections, verifications and reviews, and to assist in following up recommendations, corrective actions and reporting obligations arising therefrom.
• To ensure that proper records, files, registers, documentation and information systems are maintained, updated and retained in line with applicable procedures, audit requirements and data protection obligations.
• To assist in the investigation and follow-up of complaints, queries and requests for information, and to ensure that appropriate action is taken within established timeframes.
• To contribute to the improvement of administrative systems, setting up of a digital case management system, internal controls, work practices and service delivery, with a view to increasing efficiency, accountability and responsiveness.
• To prepare reports, submissions, minutes, briefings, correspondence and other documentation required by senior management.
• To ensure that files, correspondence and other documentation are scanned, catalogued and properly documented in a digital case management system.
• To participate in meetings, committees, boards or working groups when requested, and to follow up any action points arising therefrom.
• To observe and promote professional standards, confidentiality, ethical conduct, customer care, equality, data protection and sound public administration principles.
• 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.

SALARY & CONTRACT INFORMATION

Contract Type: 3-year Definite contract with objective reason (Regulation 7(4)(b)(i) of Subsidiary Legislation 452.81 entitled “Contracts of Service for a Fixed Term Regulations”)

Probationary Period: Twelve (12) months

Salary Information: The basic salary (at 2026 rates) for the position of Senior Executive (Administration) at the Court Services Agency is €40,400 per annum.

The selected applicant shall also be entitled to a yearly Communication Allowance, Expense Allowance, a Training Allowance, a Monitoring Allowance, an Entity Allowance, Adjustment Allowance (for the year 2026 only) and Annual Performance Bonus up to a maximum of 15% of the basic salary, subject to a performance review procedure.

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 paras (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) i. in possession of a recognised Master's qualification at MQF Level 7 (subject to a minimum of 90 ECTS/ECVET credits, or equivalent*), or a comparable professional qualification, 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 2 years’ relevant work experience; or

ii. in possession of a recognised Bachelor's qualification at MQF Level 6 (subject to a minimum of 180 ECTS/ECVET credits, or equivalent, with regard to programmes commencing as from October 2003), or a comparable professional qualification, 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 3 years’ relevant work experience; or

iii. in possession of a recognized Diploma at MQF Level 5 (with 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 a comparable professional qualification, plus 5 years’ relevant work experience; or

iv. in possession of 10 years relevant work experience, of which 1 year must be related to the duties of this position;

AND

c) proficient and able to communicate effectively both verbally and in writing in the Maltese and English languages;

AND

d) knowledgeable and have experience in Administration, in possession of good management skills, including a good sense of judgement and decision-making abilities;

AND

e) of good conduct - must produce a Certificate of Conduct issued by the Criminal Records Office not earlier than 1 month from the date of application.