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Home / Careers / Post of Junior Operations Support Worker

Post of Junior Operations Support Worker

Medicines Authority

Post of Junior Operations Support Worker

(Jobsplus Permit: 165/2022)

 

1. The Medicines Authority invites applications for the post of Junior Operations Support Worker within the Authority.

2. Terms and Conditions

 

2.1. The selected candidate will be employed as a Professional Officer Grade F, on an indefinite contract with the Authority, according to its Collective Agreement.

2.2. The post of Junior Operations Support Worker is subject to a probationary period of twelve (12) months.

 

 

3. Salary pegged to the post

 

3.1 The salary attached to the post of Junior Operations Support Worker in 2021 is that of €14,287 per annum, rising by annual increments up to a maximum of €15,865.

3.2 A Qualification Allowance (if applicable) as established by the Central Administration in line with the Medicines Authority Collective Agreement. 

 

4. Duties

Overall purpose

The Junior Operations Support Worker is responsible to work as part of a multi-disciplinary team in assisting with the running of operations of the Authority to maintain a smooth and effective system including administrative duties.

 

Functions

(a) Facilitate processes through:

– Organisation of meetings and preparation of relevant information for the Chairperson/CEO, Director/s and Head/s, as required;

– Background research into subjects senior colleagues/ managers are dealing with, and present findings in an easily digestible form;

– Organising, planning and managing on-going work of the respective section and work with the assigned staff; and

– Coordination of workflow with minor or without supervision.

 

(b) Provide:

– Assistance and support to the Chairperson/ CEO, Director(s), Head(s) and/ or senior colleagues in meeting day to day commitments and functions of the Medicines Authority, including scheduling of activities, preparation of meeting agendas, minute taking;

– Administrative support in projects and initiatives related to the functions of the Malta Medicines Authority;

– Assistance in organising seminars, arranging meetings and fixing appointments;

– General assistance during presentations, meetings and seminars as required internally and externally;

– General and specific transport duties (including collection and delivery of postal items) as required;

– Secretarial support as required, including following up action items; and

– Assistance with correspondence related duties i.e. word processing, draft letters, report compilation, power point presentations etc.

 

(c) Ensure:

– Compliance with the protocol of the Malta Medicines Authority and regulatory requirements;

– An effective and efficient quality management system by observing, following and/ or reviewing the Authority’s Policies, Standard Operating Procedures and Guidelines, as required;

– The timely processing of tasks;

– All equipment and vehicles are maintained in good working order and report any malfunctions as necessary; and

– Maintenance of filing systems for documents within the Directorate/s and/or Unit/s.

 

(d) Executing duties in a professional manner:

– By keeping up to date with the knowledge required for the work assigned;

– Through effective liaison with suppliers, stakeholders and other members of staff;

– By operating any software package or procedure provided by senior colleagues/ management; and

– To contribute to the efficiency and effectiveness of the Medicines Authority.

 

(e) Continuously improve the performance of the organisation by:

– Promoting and maintaining good professional and ethical working relationship with colleagues and stakeholders;

– Promoting communication and liaison between different sections of the organisation;

– Working on projects with other departments and provide support when required;

– Maintaining statistical records, as required;

– Communicating efficiently with the stakeholders of the Malta Medicines Authority through hosting of guests, preparing meeting rooms and serving refreshments;

– Maintaining office systems to deal efficiently with paper flow; and the organisation and storage of paperwork, documents and computer-based information; and

– Performing duties as may be instructed by senior colleagues;

– Promoting the mission, vision, strategy, objectives and values of the Authority.

 

(f) Any other duties and responsibilities as assigned by the Chairperson/ CEO and Director/s.

 

(g) Other Duties may include:

– Register and/distribute incoming and outgoing mail (including faxes, courier service, etc), correspondence and internal documents;

– Present all incoming mail;

– Manage inventory;

– Input of data in the Authority’s systems;

– Retrieval or deposit of documentation and/or other relevant material from locations outside the Malta Medicines Authority;

– Purchasing which may include requesting bids;

– Answer the telephone; take and relay messages efficiently and respond to inquiries from the general public;

– Stationary orders; and

– General clerical duties, namely answer the telephone, take and relay messages, data entry, filing, typing, photocopying.

  

 

5. Eligibility requirements

 

5.1 By the closing time and date of this call for applications, applicants must:

(i) (a) Be 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”.

The advice of the Citizenship and Expatriates Department 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 licence in so far as this is required by the Immigration Act and subsidiary legislation. The Jobsplus should be consulted as necessary on this issue.

 

(ii) Have basic working knowledge of Maltese and English languages;

(iii) Be in possession of:

(a) The seven individual modules of the European Computer Driving License (ECDL) / International Certification of Digital Literacy (iCDL)

(b) The School leaving certificate

 

(iv) Preferably provide proven commitment to learning and development with engagement in training initiatives in the last year.

 

Candidates who have not yet formally obtained the above-mentioned qualifications will still be considered, provided that they submit evidence that they are undergoing the course and it is expected that the candidate is approved for the award in question by end of June 2023.

 

5.2 Prospective applicants should note the requirement to produce MQRIC recognition statements in respect of their qualifications from MQRIC, or other designated authorities, as applicable, as per provisions applicable to this call for applications. (http://www.pahro.gov.mt/file.aspxf=799).

 

6. Submission of supporting documentation

 

6.1 Qualifications and experience claimed must be supported by certificates and/or testimonials, copies of which should be attached to the application. Scanned copies sent electronically are acceptable.

6.2 Original certificates and/or testimonials are to be invariably produced for verification at the interview.

 

7. Selection procedure

 

Eligible applicants will be assessed by a Selection Board to determine their suitability for the post.

 

8. Submission of applications

 

Applications, together with a curriculum vitae showing qualifications and experience and a signed Data Protection consent statement (Appendix 1), are to be submitted to hr.medicinesauthority@gov.mt by not later than noon on 1 April 2023.