HR Administration Specialist

HR Administration Specialist Location: Marsa, Malta This is where your work makes a difference. At Baxter, we believe every person—regardless of who they are or where they are from—deserves a chance to live a healthy life. It was our founding belief in 1931 and continues to be our guiding principle. We are redefining healthcare delivery to make a greater impact today, tomorrow, and beyond. Our Baxter colleagues are united by our Mission to Save and Sustain Lives. Together, our community is driven by a culture of courage, trust, and collaboration. Every individual is empowered to take ownership and make a meaningful impact. We strive for efficient and effective operations, and we hold each other accountable for delivering exceptional results. Here, you will find more than just a job—you will find purpose and pride. Summary We are seeking a highly organized and proactive HR Administrator to support the day-to-day operations of the HR department. The role is responsible for managing employee documentation, coordinating work permits, maintaining HR systems, and contributing to employee engagement initiatives. This position plays a critical role in ensuring smooth HR processes while fostering a positive and engaging workplace culture. Key Responsibilities HR Administration & Operations Prepare, collect, and verify onboarding documentation for new hires Maintain and regularly update HR Information System (HRIS), ensuring all employee records are accurate, complete, and compliant with data protection regulations Assist in drafting HR letters and documents (employment confirmations, contract amendments, etc.) Ensure proper filing (digital and physical) of employee documents in accordance with company policies Coordinate training logistics (scheduling sessions, sending invites, tracking attendance) Ensure all non-regulatory training documentation is properly recorded and stored Work Permits & Compliance Coordinate and manage work permit applications, renewals, and cancellations in line with local regulations Liaise with government authorities regarding immigration and employment compliance Track expiry dates and ensure timely renewals of permits and related documentation Ensure compliance with labour laws and internal HR policies Employee Experience & Engagement Plan, organize, and execute employee engagement initiatives such as: Team-building activities Social events Wellness and culture-focused initiatives Support internal communication related to events and HR initiatives Contribute ideas to improve employee satisfaction, culture, and engagement Qualifications & Requirements 1+ years of experience in HR administration or similar role Strong organizational skills and attention to detail Knowledge of HR processes and employment regulations will be considered an asset. Excellent communication and interpersonal skills Proficiency in Microsoft Office applications Ability to handle confidential information with discretion Key Competencies Attention to detail and accuracy Time management and ability to multitask Problem-solving and proactive thinking Strong interpersonal and teamwork skills Customer-service mindset with employees We understand compensation is an important factor as you consider the next step in your career. At Baxter, we are committed to equitable pay for all employees, and we strive to be more transparent with our pay practices. The minimum salary for this position is €20,000.00 ​annually. Your initial pay could be at the minimum or higher based on skills and expertise, experience, and other relevant factors, all of which are subject to change. This position may also be eligible for competitive benefits, discretionary bonuses, and/or long-term incentive. For questions about this, our pay philosophy, and available benefits, please speak to the recruiter if you decide to apply and are selected for an interview. Equal Employment Opportunity Baxter is an equal opportunity employer. Baxter evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic. Reasonable Accommodations Baxter is committed to working with and providing reasonable accommodations to individuals with disabilities globally. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application or interview process, please click on the link here and let us know the nature of your request along with your contact information. Recruitment Fraud Notice Baxter has discovered incidents of employment scams, where fraudulent parties pose as Baxter employees, recruiters, or other agents, and engage with online job seekers in an attempt to steal personal and/or financial information. To learn how you can protect yourself, review our Recruitment Fraud Notice.