Ref: 20252851

Each new school year, around 5000 young people apply to Malmö city's upper secondary education programs. The admissions unit of the upper secondary and adult education administration handles the entire admissions process – a task that is crucial for our youth to start their studies. We are now facing a major system change and are looking for an administrator who wants to drive the implementation and shape the future admissions process. The future begins here!

Job Responsibilities

As an administrator in the upper secondary admissions unit, you will work both with ongoing governmental duties and with the development of our working methods. A central part of the role is to lead the preparations, implementation, and introduction of the new admissions system Indra for the autumn term of 2027, starting in the spring of 2026. The implementation will take place alongside regular governmental work, which means that you will combine ongoing administrative tasks with ensuring that the new system is well integrated into the operations. After implementation, it will also be part of this role to ensure that the system continues to develop based on the needs of the operations in the coming years.

Your responsibilities include:

• driving the implementation of the new admissions system Indra and its further development after it has been introduced
• working with governmental duties, monitoring admission statistics, and quality assurance of decisions and agreements
• handling and administering student applications and grades for upper secondary education and adapted upper secondary school, in accordance with the Education Act and upper secondary regulations
• collecting and compiling data and statistics used as a basis for decisions, monitoring, and presentation materials
• collaborating with study and career counselors, principals, administrators, and admissions units in other municipalities
• communicating with students and guardians via phone and email.

The intensity of the work varies throughout the year and is largely driven by the admission period for the upcoming school year, which means we work towards clear deadlines. The work is carried out in close collaboration with colleagues in the team, where we have good insight into each other's areas of responsibility and often solve tasks together.

Qualifications

Requirements:

• bachelor's degree (180 credits) in a relevant field for the position
• current experience of administrative work similar to the role's tasks
• solid experience working in administrative systems, such as student, admissions, or case management systems
• good digital competence and a very good ability to quickly familiarize yourself with new systems
• good Swedish in speech and writing as well as good English in speech.

Meritorious

• experience of larger system changes, preferably in a role with responsibility in the process
• experience in producing and compiling data and statistics used in decision-making and presentations
• experience from public administration or politically governed organizations
• experience in contact with authorities and citizens.

We are looking for someone who thrives in a role where you work with tasks that require accuracy, a methodical approach, perseverance, and a focus on quality. You value good collaboration and enjoy being an active part of a team where we support each other, share knowledge, and have insight into each other's tasks.

As the role involves many points of contact both within and outside the organization, it is important that you possess good collaboration skills and that you are service-oriented. Furthermore, the role requires that you can work independently and that you have the ability to structure and prioritize your work effectively. Additionally, you are calm, stable, and maintain control in situations characterized by time pressure.

About the Workplace

The Department of Communication, Citizen Contact, and Admissions (KMA) has a unified focus on information and service to the residents of Malmö regarding upper secondary school, SFI, and Komvux. Here, the citizen's path to education is in focus. The department is also responsible for supporting the administration's operations in communicative matters, with marketing and employer branding. We have a wide range of competencies; administrators, study and career counselors, social pedagogues, curators, development secretaries, and communicators. Here you will have the meaningful task of helping to prepare people for the future, for jobs and self-sufficiency.

The Upper Secondary and Adult Education Administration is one of three school administrations in Malmö city. We are responsible for the development and implementation of upper secondary school and adult education. Today, we have 1600 employees and are located throughout Malmö. We work to ensure that young people and adults achieve their educational goals and become active in our society. We exist to create the best possible conditions for the residents of Malmö to grow through lifelong learning.

Malmö city's operations are organized into 14 administrations. Our common mission is to create welfare and sustainable community development. Together with the residents of Malmö, we are developing an even better city to live, work, and be in; differences, life experiences, and talents make Malmö a smart city in the heart of Europe. The world's knowledge is here.

Read about Malmö city as an employer here malmo.se/jobb (https://malmo.se/jobb)

Job Information

Employment type: Permanent position
Extent: Full-time
Number of positions: 1
Start date: By agreement

The first round of interviews is planned to be held digitally on 21-22/1 2026.

Job title: Planning Secretary, in the role of administrator.

Other

Please note that we in Malmö city have removed the personal letter from the application process and replaced it with selection questions, this for a more inclusive recruitment process and an efficient candidate experience for you applying for a job with us. Your answers will be an important part of our selection work.

Malmö city strives for employees to represent the diversity that exists in our city. We therefore welcome applicants who can contribute to us as an employer fulfilling the needs of Malmö residents.