ROLE OVERVIEW

Provides operational and administrative support in managing the end-to-end recruitment 

lifecycle across security, clerical, technical and other roles. Responsible for executing 

recruitment processes, coordinating activities, and ensuring compliance, and may take 

ownership of specific vacancies as required by business exigencies.

KEY RESPONSIBILITIES

1. Recruitment Support & Execution

• Support the Recruitment Executive in delivering the full recruitment lifecycle from 

application receipt through onboarding.

• Assist in managing recruitment pipelines across security, clerical, and technical roles.

• Maintain accurate recruitment trackers and candidate status updates.

2. Candidate Screening & Management

• Screen applications and conduct initial candidate assessments.

• Prepare candidate shortlists for review.

• Ensure consistent, fair, and professional candidate experience throughout the 

process.

3. Vacancy Ownership

• Take ownership of assigned vacancies or recruitment campaigns when delegated.

• Manage end-to-end recruitment delivery for such roles, escalating risks where 

necessary.

4. Interview Coordination

• Schedule interviews and coordinate with hiring managers.

• Prepare interview documentation and capture feedback.

5. Offer Management & Onboarding Support

• Support preparation and issuance of job offers and contracts.

• Coordinate onboarding activities including induction scheduling and documentation 

collection.

• Ensure timelines are met in line with operational expectations (e.g. timely offer 

issuance following selection). 

6. Employment Permit & TCN Application Process

• Coordinate the administration of recruitment processes for Third-Country National 

(TCN) candidates, ensuring timely and compliant handling of employment permit 

applications.

• Coordinate communication with TCN candidates following selection, including:

o Requesting all required documentation to initiate the application process

o Providing draft employment contracts for review

o Sharing onboarding instructions and induction scheduling details.

• Monitor receipt of required documentation and follow up on any outstanding items 

to avoid delays. 

• Support the initiation of employment permit / application processes once 

documentation is complete.

• Maintain accurate records of all submitted applications and related documentation.

• Liaise internally with relevant HR and compliance stakeholders to ensure 

applications are processed efficiently.

• Ensure clear distinction in processes between:

o Third-Country Nationals (permit-based onboarding)

o EU Nationals (direct onboarding with documentation verification)

• Maintain compliance with applicable employment, immigration, and data protection 

requirements.

7. Compliance & Pre-Employment Checks

• Ensure all required pre-employment checks are completed, including: 

o Licensing (security roles)

o Right-to-work verification

o References and background checks

• Maintain GDPR compliance and confidentiality at all times.

8. Stakeholder Support

• Liaise with operational managers (Security, Technical, Admin) as required.

• Provide updates on recruitment progress and candidate pipelines.

9. Recruitment Campaigns & Administration

• Support recruitment drives, job fairs, and advertising initiatives.

• Maintain and update recruitment systems and records.

 

QUALIFICATIONS & EXPERIENCE

• Preferably having an MQF level 5 or 6 qualification in Human Resources, Business, 

Psychology or related field

• Experience in recruitment or HR administration

• Exposure to high-volume recruitment and TCN processes is an advantage

SKILLS & COMPETENCIES

• Strong organisational and coordination skills

• High attention to detail, especially in documentation and compliance

• Ability to manage multiple priorities simultaneously

• Good communication and stakeholder engagement skills

• Understanding of GDPR and employment compliance principles

• Fluency in English and Maltese 

• Comfortable using ATS

PERSONAL ATTRIBUTES

• Professional and highly confidential

• Proactive and detail-oriented

• Responsive to operational needs

• Able to take initiative and ownership when required

KEY PERFORMANCE INDICATORS (KPIS)

• Timeliness of recruitment support activities

• Documentation completeness and compliance accuracy

• Efficiency in TCN application processing

• Candidate experience and responsiveness

• Support effectiveness to Recruitment Executive