To provide reliable front office and operational administration support so the centre runs smoothly every day. The role coordinates scheduling administration, communications, supplies / procurement, and controlled petty cash, while maintaining organised documentation and supporting finance / HR processes through preparation and record control (without owning the accounting ledger or sensitive HR casework). The role also supports centre-level meetings through logistics, minute-taking and action tracking.

Key responsibilities

Front Office and Communications

Act as the first point of contact for calls, emails and visitors; triage and route enquiries appropriately.

Send calendar invites, room bookings and appointment confirmations/reminders using agreed templates.
Prepare simple communications materials (posters / invitations / event notices) using approved branding / templates.
Maintain centre calendars and shared schedules to support smooth coordination.
Provide general administrative support for centre communications and coordination as directed by the Centre Manager.
Scheduling Administration Support (not capacity ownership)

Support appointment administration: confirmations, reschedules, attendance follow-up and basic diary coordination.

Maintain accurate attendance / cancellation logs and provide weekly summaries to the Centre Manager.
Ensure relevant documentation for sessions / meetings is prepared and available (forms, registers, packs).
Escalate recurring scheduling issues, capacity pressures, or frequent cancellations to the Centre Manager.
Meeting Support and Minute-Taking

Arrange meeting logistics for centre-level meetings (room / online link, attendance list, document pack).

Take minutes for agreed meetings (e.g., centre meetings, operations check-ins), capturing decisions and actions with owners and deadlines.
Circulate draft minutes within agreed timeframes and maintain a simple action log to support follow-up.
File minutes in the designated shared folder using consistent naming conventions and version control.
Minute-taking for disciplinary / grievance or highly confidential HR matters is managed by HR / CEO as appropriate.
Procurement, Supplies and Stock Control

Manage routine ordering for centre supplies, refreshments (e.g., Cake Box), and consumables in line with approved supplier lists and spending limits.

Maintain stock levels and reorder points; track deliveries and resolve missing/damaged items.
Keep a simple procurement / request log and ensure approvals are recorded before purchase where required.
Coordinate with the Centre Manager for non-routine purchases and supplier issues.
Petty Cash and Low-Value Cash Handling (Controlled)

Act as centre petty cash custodian: maintain float, issue cash only against receipts, and keep a complete petty cash log.

Ensure all receipts are collected, attached, and reconciled monthly.
Submit petty cash reconciliation and supporting documentation to Finance by the agreed monthly deadline.
(No bank access and no independent authority to approve spend beyond petty cash rules).
Finance Administration Support (Preparation, not posting)

Receive supplier invoices and check completeness (supplier details/VAT, dates, amounts, supporting documents).

Apply centre and category tags using the agreed list (e.g., Centre 1/Centre 2 + “supplies / maintenance / events”).
Prepare invoice “payment packs” (invoice + approval + delivery note / backup) and submit to Finance.
Support expense claim packs by checking forms / receipts are complete before submission to Finance.
HR Administration Support

Support onboarding administration (collect documents per checklist and forward to HR; schedule induction items).

Maintain training attendance records and compliance trackers as directed by HR.
Ensure personnel documentation is routed securely to HR; do not hold or maintain personnel files.
Documentation and Office Systems

Maintain tidy, consistent filing / scanning and document control for centre operations (forms, registers, templates).

Keep shared folders up to date and ensure version control for templates and notices.
Support data inputs for the monthly dashboard (attendance / cancellations, petty cash / Revolut, procurement log) within deadlines.
General Operational Support

Assist the Centre Manager with coordination tasks, students’ experiences and outings, meeting follow-ups and action tracking.

Identify recurring admin issues and propose simple process improvements to reduce rework and delays.
Provide cover for essential front office / admin tasks when required (as agreed).

The minimum requirements for this role are

Fluency in Maltese and English.
Computer literate.
1 year of experience in a similar role.

Operations Support & Front Office Coordinator

Job Description