FULL TIME
IL-HAMRUN, MALTA
FULL DAY
23 November 2026
Ref: 458373

Day-to-day HR administrative support including recruitment, payroll, employment permits, onboarding, employee records, training, performance management and other HR areas. To also assist other departments in the company with their administrative needs.

Recruitment 1. Assist in the recruitment process with administrative tasks including communication with candidates, setting interviews and coordinating with hiring managers. Payroll Administration 2. Support the Administration Manager with data inputting, collection and checking of payroll related information. 3. Maintain payroll records and respond to routine employee queries. Employment Permits 4. Prepare, submit and follow up on work permit, residence card and employment-related visa applications and renewals. 5. Collect supporting documents and liaise with employees and relevant authorities. 6. Track expiry dates and follow up on renewals in good time. Employee and HR Documentation 7. Draft employment contracts, addenda and letters using approved templates. 8. Coordinate paperwork and practical arrangements for employees joining or leaving the company. 9. Collect employee documents, arrange induction appointments and coordinate equipment and system access with relevant departments. 10. Complete required employment registration and termination paperwork. 11. Keep employee files, HR systems, records in data systems up to date. 12. Respond to routine employee queries and refer matters requiring decisions to the responsible manager. 13. Schedule interviews, meetings, training sessions and appointments. 14. Assist with HR communications, policy administration and routine reports. Administrative Support 15. Assist departments with data entry, correspondence, document preparation and filing. 16. Arrange meetings, prepare notes and follow up on administrative actions. 17. Collect and circulate information and assist with company activities and projects. 18. Carry out other administrative duties reasonably related to the role. 19. Handle confidential information discreetly, check work for accuracy and follow company approval procedures.

Profiles

If multiple Education and Language Profiles are defined, please note that you must fit at least one of them, but not necessarily all.

PROFILE 1

Language

Reading

Speaking

Understanding

Writing

ENGLISH

ISCED Level: Bachelor or equivalent - Level (6)

Subjects:

Subject Level Grade

HUMAN RESOURCES

Competencies

Draw up documents for follow-up/manage of personnel; update (social survey tables, salary tables, holiday planning...)
Inform staff/personnel on social legislation and specific company policy issues
Follow-up administrative personnel/staff management: training (call for participants, room reservations)
Follow-up administrative personnel/staff management: internal shifts, transfers
Follow-up administrative personnel/staff management: sorting of resumes, reply to candidates
Input salary data (bonuses, benefits, deductions...). Check payslips
Take telephone calls. Pass on calls to the desired interlocutors. Take messages
Enter and lay out documents. Forward and file documents
Welcome people and identify their demands
Register, sort and stamp correspondence
Check or handle personnel management: Manage individual employees' files (holidays, company doctor)
Follow-up personnel files administratively. Organise recruitments and trainings logistically
Recruit on-board personnel. Train newcomers (safety prevention...)

Past Experience

Occupation

Experience(months)

CLERK, HUMAN RESOURCES

Driving Licences

No Driving Licenses required for this vacancy

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Salary: €18,000-20,000 per year

HR & Administration Assistant

Job Description