Medicines Authority

Post of Case Executive

(Jobsplus Permit: 750/2023)

1. The Medicines Authority invites applications for the post of Case Executive within the Authority.

2. Terms and Conditions

2.1. The selected candidate will be employed as a Professional Officer Grade BI, on an indefinite contract with the Authority, according to its Collective Agreement.

2.2. The post of Case Executive is subject to a probationary period of twelve (12) months.

3. Salary pegged to the post

3.1 The salary attached to the post of Case Executive in 2021 is that of €25,695 per annum, rising by annual increments up to a maximum of €29,412.

3.2 A Qualification Allowance (if applicable) as established by the Central Administration in line with the Medicines Authority Collective Agreement.

4. Duties

Overall purpose

The Case Executive is responsible to carry out effective administrative assistance duties and provide executive support with the running of operations of the Authority in the relevant assigned area such as people management, procurement and corporate services. The Case Executive shall be required to give a professional service and work as part of a multi-disciplinary team.

Functions

(a) Participate in:

- Implementation of specific projects and assignments of a diverse nature as directed within of the Malta Medicines Authority;

- Meetings to take minutes and provide full follow up of action items, as required;

- Organisation of seminars, scheduling meetings and fixing appointments;

- Research and compiling information into subjects the line manager is dealing with, and present findings in an easily digestible form;

- Analysis of data, in accordance with established procedures;

- Technical and regulatory meetings;

- Research and development projects, as required; and

- Other ongoing initiatives, as required.

(b) Execute duties in a professional manner:

- By keeping up to date with the knowledge required for the work assigned;

- By operating any software package or procedure provided by management;

- Through continuous self-monitoring to improve administrative capabilities; and

- To contribute to the efficiency and effectiveness of the Malta Medicines Authority.

(c) Ensure:

- The provision of timely, complete and accurate information and reports to assist management in effective decision making and sound strategic planning;

- An effective and efficient quality management system by following and/ or reviewing the policies, Standard Operating Procedures and guidelines of the Malta Medicines Authority, as required;

- Compliance and adherence with the protocol of the Authority, relevant legislation and public administration directives and policies by studying existing, new and anticipating legislation;

- Maintaining office systems to deal efficiently with process flow; and the organisation and storage of documentation;

- Prioritisation of required duties without supervision;

- Documentation and implementation of all Policies and Standard Operating Procedures;

- All office equipment is maintained in good working order;

- Compliance with the protocol of the Medicines Authority and regulatory requirements;

- The timely processing of tasks and issues for the respective Directorate/Unit; and

- The efficient use of the resources of the Malta Medicines Authority in a cost-effective manner.

(d) Provide:

- Strategic direction in the relevant assigned field in line with the strategy and vision of the Authority including fostering and cultivating stakeholder relationships on national and EU levels;

- Assistance in the development and negotiation of relevant contracts, tender documents and other assigned tasks, as required; and

- General assistance during presentations, meetings and seminars, as required internally and externally.

(e) Continuously improve the performance of the organisation by:

- Being responsible for the planning of specific work flows and projects as assigned;

- Working with the assigned staff to organise, plan, manage and supervise on-going work of the respective Directorate/Unit;

- Communicating efficiently with the stakeholders of the Malta Medicines Authority;

- Liaising efficiently with suppliers and other employees;

- Making decisions and delegate work, as necessary;

- Co-ordinating sufficiently the flow of work with minor or without supervision;

- Communicating and liaising between different sections of the organisation;

- Preparing policies, guidelines and standard operating procedures;

- Managing assigned tasks in line with the direction of the relevant line management; and

- Promoting the vision, mission, values, strategy and objectives of the Authority.

(f) Any other duties and responsibilities as assigned by the Chief Executive Officer/Director/s and/or appointed substitute.

5. Eligibility requirements

5.1 By the closing time and date of this call for applications, applicants must be:

(i) (a) citizens of Malta; or

(b) citizens of other Member States of the European Union who are entitled to equal treatment to Maltese citizens in matters of employment by virtue of EU legislation and treaty provisions dealing with the free movement of workers; or

(c) citizens of any other country who are entitled to equal treatment to Maltese citizens in matters related to employment by virtue of the application to that country of EU legislation and treaty provisions dealing with the free movement of workers; or

(d) any other persons who are entitled to equal treatment to Maltese citizens in matters related to employment in terms of the law or the above-mentioned EU legislation and treaty provisions, on account of their family relationship with persons mentioned in paragraph (a), (b) or (c); or

(e) third country nationals who have been granted long-term resident status in Malta under regulation 4 of the “Status of Long-Term Residents (Third Country Nationals) Regulations, 2006” or who have been granted a residence permit under regulation 18(3) thereof, together with family members of such third country nationals who have been granted a residence permit under the “Family Reunification Regulations, 2007”.

The advice of the Citizenship and Expatriates Department should be sought as necessary in the interpretation of the above provisions.

The appointment of candidates referred to at (b), (c), (d) and (e) above would necessitate the issue of an employment licence in so far as this is required by the Immigration Act and subsidiary legislation. The Jobsplus should be consulted as necessary on this issue.

(ii) Proficient in the English language;

(iii) In possession of:

(a) A recognised Masters qualification at MQF Level 7 in Finance and/or Leadership and/or Management and/or Labour Studies or a comparable recognised qualification, plus one (1) year relevant work experience.

or

(b) A recognised Bachelor qualification at MQF Level 6 in Finance and/or Leadership and/or Management and/or Labour Studies or a comparable recognised qualification, plus two (2) years relevant work experience.

or

(c) A recognised Diploma at MQF Level 5 (subject to a minimum of 60 ECTS/ECVET credits, or equivalent, with regard to programmes commencing as from October 2003) in Finance and/or Leadership and/or Management and/or Labour Studies or a comparable recognised qualification, plus six (6) years work experience, of which four (4) years are in the relevant area.

Public administration employees above Scale 10 plus a pertinent Diploma, with six (6) years work experience.

or

(d) A recognised Diploma at MQF Level 5 (subject to a minimum of 15 ECTS/ECVET credits, or equivalent, with regard to programmes commencing as from October 2003) in Finance and/or Leadership and/or Management and/or Labour Studies or a comparable recognised qualification, plus eight (8) years work experience, of which six (6) years are in a relevant area.

Public administration employees above Scale 10, plus a pertinent Diploma, with six (6) years’ work experience.

A selected candidate not in possession of a Level 7 qualification and who is not registered for such a qualification is required to register for a Level 7 degree within six (6) months of the appointment. The selected candidate is in this case expected to obtain the Level 7 degree by December 2026. On successful completion of the post-graduate degree, the selected candidate shall be entitled to the Qualification Allowance in line with the MMA-UHM Collective Agreement. The Authority shall have the right to revert the selected employee to the post held by the applicant prior to this call for not abiding by the registration term or in case the qualification is not obtained within the stipulated timeframe.

6. Submission of supporting documentation

6.1 Qualifications and experience claimed must be supported by certificates and/or testimonials, copies of which should be attached to the application. Scanned copies sent electronically are acceptable.

6.2 Original certificates and/or testimonials are to be invariably produced for verification at the interview.

7. Selection procedure

Eligible applicants will be assessed by a Selection Board to determine their suitability for the post.

8. Submission of applications

Applications, together with a curriculum vitae showing qualifications and experience and a signed Data Protection consent statement (Appendix 1), are to be submitted to hr.medicinesauthority@gov.mt by not later than noon on 7th October 2023.