The role 

The College is seeking to recruit a School Secretary, who will be the gatekeeper of the school, mainly responsible for an orderly work environment that serves the College administration, teaching staff and students.

Main Responsibilities include:

• Provide secretarial and clerical support to school staff.
• Inform the Head of School regularly regarding current workload, deadlines, problems encountered and developments of activities undertaken.
• Maintain accurate and up-to-date student records, attendance records and other school documentation using the School Management Information System.
• Answer telephones and give information to callers, take messages and/or transfer the calls to the appropriate people.
• Arrange meetings, and reservations as required.
• Complete forms in accordance with procedures.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Assist in the maintenance of the school’s records management systems in particular the tracking and filing of files, memos reports and other material.
• Take dictation and transcribe information whenever this is required.
• Conduct searches to find needed information, using such sources as the Internet.
• Learn to operate new office technologies as they are developed and implemented.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organisations.
• Dealing with general public enquiries and referring all complex and sensitive enquiries to the appropriate personnel.
• Compile basic reports such as statistical data or related content as required by the Senior Management Team (SMT).
• Answering general queries and FAQs from the general public and internal clients in accordance with well-defined regulations, guidelines, instructions and general practices, under the supervision of the SMT.
• Handling small amounts of cash such as petty cash or fees relating to routine services.
• Assuming responsibility for public counters or reception desks when required.
• Being familiar with regulations related to schools, their employees and employment law.
• Performing any other duties according to the exigencies of the School as directed by the Head of School or his/her delegate.

Eligibility Requirements:

1. (a) citizens of Malta, OR
   (b) 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
   (c) 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
   (d) 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 (a), (b) or (c); OR
   (e) 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
   (f) 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 Identity Malta Agency should be sought as necessary in the interpretation of the above provisions.

The appointment of candidates referred to at (b), (c), (d) and (e) above would necessitate the issue of an employment license in so far as this is required by the Immigration Act and subsidiary legislation. Jobsplus should be consulted as necessary on this issue.

2. able to communicate in Maltese and English;

3. of conduct which is appropriate to the post applied for. Applicants must produce a Certificate of Conduct issued by the Police or other competent authority not earlier than one (1) month from the date of application;

4. in possession of either:

1. 1. (a) a certificate in Administrative and Secretarial Studies issued by
      MCAST or an appropriate comparable qualification; OR
      (b) a Secondary Education Certificate showing passes in at least five
      (5) subjects, including Maltese, English Language and Mathematics
      at Ordinary Level (Grades 1-5) and two (2) passes in Advanced
      Matriculation Level or equivalent, which may include any of the five
      (5) passes offered at Ordinary Level.
   2. The European Computer Driving Licence (ECDL) certificate or equivalent.

Qualifications at a level higher than that specified above will be accepted for eligibility purposes, provided they meet any specified subject requirements.

Candidates who have not yet formally obtained any of the above-mentioned qualifications will still be considered, provided that they submit evidence that they have been approved for the award of the qualifications concerned by the date of the
interview.

Prospective applicants should note the requirement to produce a Malta Further and
Higher Education Authority (MFHEA) formal recognition statement being submitted with the application.

Previous experience in the role or similar will be considered an asset.
Intrigued to learn more, and you have got what it takes to become part of this great team?

We are very excited to hear from you! Please send us your cv and covering letter by email to: careers@vassallogroupmalta.com