INTERNAL CALL FOR APPLICATIONS

Senior Clerk (MDH Clerical Office)

We are inviting applications for the position of Senior Clerk to work within our clerical office at Mater Dei Hospital. 

ROLE OVERVIEW

Plays a key role in supporting the effective coordination, deployment, and administration of clerical staff mainly at Mater Dei Hospital. This position ensures smooth day to day operations by managing staffing allocations, maintaining accurate records, and serving as a point of contact for clerical employees. The role requires strong organisational skills, attention to detail, and the ability to work in a dynamic, service driven environment.

KEY RESPONSIBILITIES

Staff Deployment & Coordination

• Assist in the daily deployment and scheduling of clerical staff across hospital departments.

• Monitor staffing levels and coordinate timely replacements to ensure uninterrupted service.

• Maintain updated deployment records and communicate changes to relevant stakeholders.

• Conducting regular spot-checks on employees to ensure they abide by policies and procedures 

Leave & Attendance Management

• Process and track vacation leave requests for clerical staff.

• Ensure adequate coverage during periods of leave or absence.

• Review and verify timesheets, attendance logs, and related documentation.

Employee Support & Communication

• Serve as a first point of contact for general staff queries.

• Provide guidance on office procedures and escalate issues when necessary.

• Support the onboarding of new clerical employees.

Uniforms Coordination

• Manage the distribution, replacement, and inventory of clerical staff uniforms.

• Maintain accurate records of issued items and ensure adherence to uniform policies.

Administrative Duties

• Assist in the preparation of reports, summaries, and documentation.

• Coordinating with Head Office as necessary

• Maintain organised filing systems and ensure data accuracy in all records.

• Assist with other administrative tasks within the Clerical Office as required.

REQUIREMENTS & EXPERIENCE

• Proven experience in administrative or clerical roles.

• Strong organisational and multitasking abilities.

• Excellent communication and interpersonal skills.

• Written and verbal communication skills in English and Maltese

• Proficiency in office software and data management tools.

• Ability to work independently while contributing effectively to a team.

• High level of discretion and professionalism when handling sensitive information.

PERSONAL ATTRIBUTES

• Detail oriented and reliable.

• Adaptable to changing operational needs.

• Strong problem solving approach.

• Commitment to high standards of service and efficiency.