Vacancy Details

Secretarial Assistant



Issued date 01-12-2017
Closing date 18-12-2017

The Planning Authority is committed to ensure that land use meet the needs of today’s society and future communities.

The Authority has a vacancy in the post of: Secretarial Assistant

 The selected candidates will be responsible to provide clerical/administration support to the respective Directorate

 The selected candidate will be responsible :-

  • Supporting their designated senior officers in the clerical/administration needs of their Directorate functions, including the word-processing/typing of all required documents, reports, memoranda and correspondence.
  • Giving and receiving messages to/from external bodies, members of the public   and Authority staff on behalf of  the senior officer/s and taking necessary follow up action as directed, maintaining appropriate confidentiality on all matters.
  • .
  • Providing first line customer service to visitors, callers on behalf of the senior officer/s both face to face or over the phone and maintaining good client relations, including involvement (as required),  in front-of-house activities.
  • Preparing (as required) acknowledgements to received planning applications,  entering these into planning registers, copying decisions and inputting other   relevant details into the planning information system.
  • Ensuring that section correspondence/documents are dealt with according to laid down standards and procedures, including (as necessary) classification, registration, pre-filing action, filing and retrieval of such material/documents
  • Clerical assistance (as required) in the preparation of statutory notices,

              recording decisions from relevant bodies; preparing and dispatching decision

              notices.

  • Using (as required)  computerised processes for the input of data and

              extraction of information relevant to the functioning of the Unit/Section.

  • To interchange as necessary in a front-of-house reception role, dealing with

              equiries from members of the public and passing these to relevant technical

              or professional staff.

  • To carry out related ancillary clerical tasks necessary for proper fulfilment of

  job requirements, including (as required through confidentiality needs or work    

 exigencies) photo-copying and collating clerical material.

 

Applicants should have:

Route A:  Qualifications and Experience

 Applicants must be in possession of a minimum of four (4)
‘O’ Levels which must include English and Maltese plus a minimum of one (1) to two (2) years office experience with a professional organization

OR

Route B:  Qualification

Be in possession of an MCAST Certificate in Secretarial Studies or an equivalent and recognised qualification.

Skillsapplicable to both Route A and Route B

Word-processing literate, and preferably skilled in other IT tools, typing skills, fluency in Maltese and English and good oral and written communication skills.

 

The above post is for a indefinite period.   Interested candidates are advised to submit their application, together with a detailed curriculum vitae by not later than
18th December 2017 via email on [email protected] to:

The Human Resources Manager
Planning Authority
Ref: Secretarial Assistant
Jobsplus Permit No. 643/2017

Closing Date: Monday, 18th December 2017. Extension period for submission of applications and accompanying cvs which enable consideration for this position will be uploaded on the Planning Authority webpage from time to time.With reference to the position mentioned in caption, this call for application is being circulated to all the Authority’s employees.