Part Time (20 hours) – Clerical Officer

Position Title: Part Time (20 hours) – Clerical Officer
Salary Scale: Scale 15
Organisation: Local Councils' Association (LCA)
Reporting To: Administrative Officer I /Administrative Officer II/ Executive Secretary

Purpose of the Position

The Administrative and Support Officer shall provide reception, clerical, logistical and operational support services to the Local Councils' Association. The post holder shall be responsible for front office duties, visitor management, meeting room preparation, event support, courier and collection duties, and other general administrative tasks necessary for the efficient operation of the Association.

The position requires a valid driving licence and the ability to drive the Association's vehicle in the performance of official duties.

Key Responsibilities

Reception and Front Office Duties

• Serve as the first point of contact for visitors, stakeholders and members of the public.
• Receive and direct visitors appropriately.
• Answer telephone calls and handle routine enquiries.
• Maintain an up-to-date visitors' register and reception records.
• Receive and distribute incoming correspondence and deliveries.

Administrative Support

• Assist officers and management with routine clerical and administrative duties.
• Photocopy, scan, file and distribute documents as required.
• Assist in maintaining office records and filing systems.
• Support the preparation and distribution of meeting documentation.

Meeting and Boardroom Support

• Prepare boardrooms and meeting rooms prior to meetings, conferences and events.
• Ensure meeting rooms are appropriately equipped and arranged.
• Assist with refreshments and logistical requirements during meetings where necessary.
• Ensure meeting areas are maintained in an orderly condition.

Event Support

• Assist in the registration process during conferences, seminars, training sessions and events.
• Support participant registration and attendance tracking.
• Assist with venue preparation and logistical arrangements.
• Provide on-site support during events organised by the Association.

Courier, Collection and External Duties

• Carry out external duties on behalf of the Association, including deliveries, collections and errands.
• Deliver and collect documents from government departments, Local Councils, suppliers and other entities.
• Transport materials and equipment required for meetings and events.
• Operate the Association's vehicle responsibly and in accordance with applicable regulations.

General Duties

• Assist in maintaining office facilities and administrative equipment.
• Report maintenance requirements and operational issues.
• Ensure confidentiality of information handled in the course of duties.
• Perform any other duties assigned by the Administrative Officer II or Executive Secretary.

Eligibility Requirements for Clerical Officer (Salary Scale 15 / 14 / 13)

Entry into the grade of Clerical Officer (Salary Scale 15 / 14 / 13) shall be made through open calls of application open to candidates who are in possession of one of the following:

1. A pass (at least at Grades 1–5, Grade C or a comparable qualification at MQF Level 3 or higher) in five (5) subjects, including the compulsory subjects Maltese and English language, and three (3) other subjects, together with knowledge of IT Office Applications;
   OR
2. A full qualification at MQF Level 3 or higher (minimum 60 ECTS) in a field relevant to Local Council operations, and proven two (2) years clerical experience together with knowledge of IT Office Applications. Candidates recruited under this clause shall be required to pass a proficiency test in Maltese and English language.

Additional Requirement
All successful candidates, irrespective of the entry route, shall be required to attend a Training Programme, which includes IT Office Application Skills.

Career Advancement from Clerical Officers grades.

i. Clerical Officers in Salary Scale 15 shall progress to Salary Scale 14 after four (4) years of satisfactory service in Salary Scale 15. They shall further progress to Salary Scale 13 after an additional four (4) years of satisfactory service in Salary Scale 14.

ii. Clerical Officers (Salary Scale 13) who has:

• successfully complete the Compulsory Training for Administration Officer I (MQF Level 4, minimum of 60 ECTS) organised by the Association/LGD, or a comparable qualification at MQF Level 4 (minimum of 60 ECTS) or higher shall be eligible to sit for a colloquium interview through an internal Expression of Interest issued by the respective Local and Regional Council from time to time for appointment to the grade of Administration Officer I (Salary Scale 12 / 11).

Employees who are not successful in the colloquium shall be eligible to re-sit the interview once only, after a lapse of six (6) months.

Applicants must:

• Be in possession of a valid driving licence.
• Be capable of driving the Association's vehicle for official duties.
• Demonstrate basic computer literacy and knowledge of standard office applications.
• Possess good communication and interpersonal skills.

Knowledge and Skills

The successful candidate shall possess:

• Good organisational skills.
• Basic knowledge of Microsoft Office applications.
• Good customer care and communication skills.
• Ability to maintain accurate records.
• Ability to work independently and as part of a team.
• Ability to perform logistical and operational duties efficiently.
• A responsible and professional attitude when dealing with visitors and stakeholders.

Core Competencies

Professional Competencies

• Reception and customer service.
• Administrative support.
• Record keeping.
• Event support and logistics.
• Vehicle operation and external duties.

Behavioural Competencies

• Reliability and punctuality.
• Professionalism and courtesy.
• Integrity and confidentiality.
• Flexibility and adaptability.
• Teamwork and cooperation.
• Commitment to service excellence.

Additional Requirement

A valid driving licence is compulsory. The selected candidate must be willing and able to drive the Association's vehicle when required and undertake external duties as part of the normal responsibilities of the post.