Data Integrity and Front Office Administrator
Closing Date: 31/03/2023
Department: STM Malta Pension Services Limited
Location: Malta
Reporting to: Supervisor
Direct Reports: None
Summary of Role
General office administration and data maintenance
Core competencies
- Numerate
- Working knowledge of Excel
- Literate
- Computer literate (EDCL would be an advantage).
- Ability to interact effectively with clients and staff at all levels.
Knowledge and skills
- Educated to ‘O’ level standard in Maths and English
- Experience of office environment
- Attentive to detail
- Ability to work accurately and to deadlines
- Fluent in English, both written and oral
- Proficient with Microsoft Office Suite
Key Interfaces
- Management
- Office administrator
- Peer group within department
- Staff
- Central Services
- Clients Suite
Responsibilities
- Update company database BOSS by scanning and linking documents to individual member records
- Scan, log and file documents or shred if no longer required
- Sort and organise data to ensure it is not lost. This may include transferring or copying computer files from one database to another including SharePoint and BOSS.
- Verify data by comparing it to source documents
- Update existing data on BOSS from other sources such as Excel spreadsheets or paper format records
- Retrieve data from the Boss database or electronic files as requested
- Perform regular backups to ensure data preservation
- Maintain filing system DocReg to track location of files when they are required by members of staff
- Organising courier packages (inward and outward)
- Collect, stamp, log and allocate post to different departments
- Responsible for sending outgoing post
- Communicating with MaltaPost throughout ongoing ‘bulk scanning’ project
- Scanning, linking and shredding documents for above project and other ‘bulk scanning’ projects
- Assists clerical and support staff with their assigned duties with the guidance of the Team Supervisor
- Diary management of Board room and meeting rooms – Ensure Board room is stocked and presentable at all times
- Occasionally welcome visitors and direct them to the relevant office/personnel
- Occasionally organise refreshments for visitors
- Manage the signing in and out sheet for staff and visitors Suite
- Other duties as may be determined from time to time by Management
The tasks listed are not meant to be exhaustive, and you may be requested to perform those duties or undertake other reasonable tasks of a similar nature, but which are not explicitly listed in the job description.