HR Administrator

Job Description – HR Administrator

Reports to: HR Manager
Department: Human Resources
Location: DLI Headquarters

Purpose of the Role

The HR Administrator provides essential administrative and operational support across the full HR function. This role ensures the smooth processing of employee documents, recruitment logistics, onboarding, compliance tracking, and employee lifecycle administration.

Operational Responsibilities

• Manage end-to-end administrative tasks for recruitment including job postings, CV screening, scheduling interviews, and communication with candidates
• Collect employee documentation for work permits, contracts, extensions, and Identity Malta requirements
• Coordinate onboarding logistics
• Maintain sick leave data
• Support HR meetings by preparing forms, minutes, and follow-up actions
  
  

Administrative Responsibilities

• Create and maintain employee files (physical and digital)
• Track expiries: work permits, ID cards, training certificates, licences
• Prepare standard HR letters (employment confirmation, warnings, addenda)
• Prepare monthly reports for HR Manager
• Manage the HR inbox and respond to internal employee queries in a timely and highly professional manner
  
  

Compliance Responsibilities

• Ensure HR documentation complies with Identity Malta, DIER and legal requirements
• Follow internal policies for confidentiality, data protection and proper documentation control
• Conduct periodic compliance audits on employee files and registers
  
  

Attitude & Culture Responsibilities

• Maintain professionalism, confidentiality and respect in all interactions
• Support culture-building initiatives and employee engagement events
• Demonstrate ownership, accountability and a proactive attitude
  
  

Qualifications & Experience

• Minimum 1–2 years’ experience in administrative or HR administrative roles
• Strong organisational skills and attention to detail
• Proficiency in Microsoft Office, Excel and HR software (Talexio or equivalent)
• Strong communication and interpersonal skills
• Understanding of Maltese employment regulations is an asset