Reporting to the HR Administration Coordinator, the HR Administration Associate serves as the organisation’s administrative expert to assure a practical and effective administration function when it comes to Time & Attendance related topics, employee contracting, document screening and allocation of office space, administer health benefits and oversee employee work permit and visa applications and general company administration.

Key Accountabilities:

Time & Attendance topics:

Oversee updates to employee data on the Microsoft AX and Shireburn Indigo systems as may be required.
Prepare payroll exception report and pass on for authorisation to HR Director/Head of HR.
Time & Attendance programme (Indigo) champion
T&A reporting

Office Management Support

Maintain a key register and ensure that key issuing is kept under strict control and access to the building is given as per standard procedure.
Manage health insurance cover provision.
Allocate stock of office supplies (stationary) according to departmental requirements.
Support the HR Administrative Coordinator in the process of checking and validating documentation and invoices from various service providers within the organisation.
Register loans of books from the FCP library and manage access.

Personnel Administration

Manage central employee contract repository and maintain employee files and documents in an organised system.
Vet employment documents including medical screening and escalate any variances to standard procedure. Follow up the expiration of probation periods and definite contracts.
Responsible for the workflow to apply for work and residence permits, visas, and related documentation using the online system, ensuring on time filing of applications and renewals.
Administer health benefits and advise new employees on how to join the scheme.

Public relations support

Execute relationship building initiatives for the company’s key contacts (e.g., Christmas hampers and e-cards).
Coordinate initiatives the company may undertake from time to time with respect to its employees (e.g., sending flowers on birth).
Freedom to act: modifications of practices and procedures, determine own priorities

Knowledge, Skills and Abilities:

Education

MQF Level 4 in HR, Administration or equivalent

Experience

3 years working experience as an administrative officer/executive
Leading self

Technical Skills

Office Administration skills
Organising workflow in best sequence
Basic legal understanding of company and key employment legislation
Experience in payroll processes
Knowledge of Visa process and employment licenses
Basic HR processes knowledge including recruitment, probation, and definite contracts
Strong HRMS knowledge and MS Office
Administrative knowledge (incl. Jobs plus, Identity Malta and Social Security)
Experience with generating reports, analysing data and mapping trends
Thinking Challenge: reorganise, recall, sort

Competencies

Analytical thinking and problem solving
Attention to detail
Rule orientation
Drive for results
Relationship building
Verbal and Written Communication
Programme and project management
Planning and organising

HR Administration Associate

Job Description