Overview

Vacancy Type: Permanent

Location: HMP Shotts

Pay Band: Please refer to full job description on SPS career site

Salary: £21,638 – £26,903

Closing Date: 2022-10-12

Hours of Work: Please refer to full job description on SPS career site

Job Purpose:

The post holder will be responsible for performing a variety of administration tasks within Business Management Unit with a particular focus on Information Management, including Data Protection, Subject Access Requests (SAR) and Freedom of Information (FOI). The post holder will process collate, audit and report on a range of data and will liaise with and respond to request from external stakeholders.

The post holder will provide administrative and secretarial support to Governor in Charge and Senior Managers and provide cover for the Governor’s PA duties.

Responsibilities:

Support and provide cover for Business Management administration primarily in the management of Complaints, Internal Complaints (ICC) Loss or Damage to Prisoner Property Claims (LODPP).

Organise appointments and maintain diaries. Arrange meetings and visits for the GIC and Senior Management, copy and audio typing of letters, minutes, reports, and presentations.

Process, collate, audit and report critical business data and report using Microsoft Office packages.

Maintain the Subject Access Request and Freedom of information databases, providing administrative support within these processes.

Process incoming-mail, filtering, distributing and tracking via a database and maintain filing systems.

Management of external and internal communications.

Person Specification

SPS recruitment and selection practice is based on the fundamentals of our Behavioural Competency Framework. This identifies behaviours and standards required both of applicants seeking to join us, and our staff in their respective roles. Assessment of specific behaviours, of which there are twelve, will be determined by the role you are applying for. Whilst it is unlikely you will be assessed on all of them , you will be assessed on these identified as key to role.

Qualifications Requirements

Five National 5 qualifications, including English and Maths/Arithmetic or equivalent or proven relevant work experience – Essential

Experience Requirements

Competent and experienced in all aspects of administration including recording and producing accurate minutes – Essential 

Experience of using MS Office packages and computerised records/databases as effective business and reporting tools. – Essential 

Knowledge Skills Requirements

Ability to prioritise workload to meet departmental deadlines. Essential
Excellent communication skills, both written and verbal, at all organisational levels. Essential 
Ability to work individually and as part of a team. Essential
Ability to work with secure and confidential information. Essential 

Selection Methods Please refer to full job description on SPS career site

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