Job Description: Administrator (Centre for Music and the Arts)
Location: The Malta Trust Foundation, Malta
Reports to: Manager for Corporate Services
Job Type: Full-time
Overview:
The Malta Trust Foundation is a non-governmental organisation whose main purpose is to develop and implement initiatives that support children, young people and communities, that are facing particular challenges and who are at risk of poverty or social exclusion. The ‘Centre for Music and the Arts’ is the Foundation’s commitment to providing accessibility to the arts for children and young people with disabilities, currently providing Music Therapy, Adapted Music Learning, and group arts opportunities.
We are seeking two passionate and organised Administrators to join our team at The Malta Trust Foundation. This role offers an exciting opportunity to manage daily operations, as well as provide professional growth in a new and expanding sector.
The successful candidates will have empathic qualities with a desire to enhance the lives of service-users, strong organisational skills, and a drive to work in a dynamic environment. The Administrators will work closely with the Manager for Corporate Services, Lead Creative Advisor, the team of professionals, and the Foundation’s various stakeholders, ensuring efficient, timely and compassionate provision of services to clients, in line with the Foundation’s ethos and principles.
Key Responsibilities:
- Administrative Support
- Provide general administrative support to the Manager for Corporate Services, the team of professionals, and clients.
- Manage correspondence and ensure high-quality customer support.
- Assist the Manager for Corporate Services with scheduling needs; including internal appointments, team timetables, and annual client sessions.
- Adopt a problem-solving approach in finding resolutions to operational issues that arise, including but not limited to scheduling conflicts, stakeholder concerns, resource shortages, and incidents.
- Ensure updated stocks and resources, and manage necessary acquisitions.
- Work closely with other staff members, including the Foundation’s Head Office, to collaborate and find solutions for challenging internal processes and/or difficulties in programme delivery.
- Perform ad-hoc administrative tasks, as required by the management of the Foundation.
- Communication
- Act as the first point of contact for clients, families, guardians, and carers; including in-person support, emails, phone calls, and messages.
- Address queries in a timely manner and ensure continued client support.
- Provide clear and concise information on services, family support, and events.
- Assist the Manager for Corporate Services in writing and sending out communication to clients.
- Programme Coordination
- Assist in planning, scheduling, and smooth delivery of services, including in-house sessions and outreach programmes.
- Liaise with third-party suppliers, clients, parents, and other relevant stakeholders in the effective running of services.
- Data Management
- Maintain accurate records of client details, attendance, and the pathways adopted for the client’s development within the various programmes.
- Assist the Manager for Corporate Services in ensuring all documentation complies with the relevant legislation, especially in relation to Data Protection.
- Financial Administration
- Assist the Manager for Corporate Services with budget tracking, invoicing and processing payments, in collaboration with the finance team.
- Ensure accurate and strict filing of financial documentation.
- Event Coordination
- Support the planning and organization of events such as performances, showcases, exhibitions, and family activities, ensuring an inclusive and supportive space conducive to active participation.
- Manage logistical arrangements and promotional material.
- Reporting
- Contribute to the preparation of relevant reports, ensuring all data is collated and presented accurately.
- Health and Safety
- Ensure adherence to health and safety regulations, supporting the team in ensuring a safe and accessible working environment.
- Ensure timely renewal of necessary health and safety training for the team.
Entry Requirements:
- Qualifications:
- A degree in the field Management or any other related area, equivalent to MQF Level 5 or higher.
- Experience:
- A minimum of two years working experience in administration. Specific experience in the arts/disability field is considered an asset.
- Comfortable working within a multi-cultural and multi-disciplinary team.
- Strong background in understanding of systems and procedures.
- Experience in arts-related fields with particular reference to music, including performances and management, are considered as key indicators.
- Key Competencies:
- Organisational skills and keen attention to detail, capable of handling multiple responsibilities.
- Strong written and verbal communication for dealing with a range of stakeholders; and ability to communicate clearly with staff.
- Problem-solving skills and ability to find solutions in fast-paced and dynamic environments.
- IT proficiency and comfortable using office software, and basic-level media editing, wherever possible.
- Empathy and sensitivity towards the service being offered, particularly with reference to client needs and adapting the service as required to meet the needs of the service-users.
- Teamwork and collaboration, contributing to the overall success of the Foundation.
- Willingness to participate in external supervision sessions to safeguard personal wellbeing.
- Time management skills, respecting deadlines and effective communication.
- Strong knowledge of Maltese and English. Fluency in additional languages such as Arabic, French, Italian and/or Spanish is preferable.
- Personal Attributes:
- Trustworthy, honest and reliable.
- Be a self-starter, capable of working on one’s own initiative and with minimal supervision
- Proactive approach and passionate about creativity.
- Strong interpersonal and communication skills.
- Interested in the therapeutic application of the arts.
- Flexible and willing to adapt to the needs of the Foundation.
- Familiarity with existing services in the disability field.
To apply for this job, candidates should send their CV, cover letter and police conduct issued within the 3 months to info@maltatrustfoundation.org by the 24th of February 2025.