Job Purpose
To provide general administrative services within HMP Barlinnie. The post holder will be responsible for a variety of tasks including but not limited to dealing with internal and external telephone enquiries, answering, and responding to emails, filing and data input and any other general office duties deemed necessary to the role. Requirement to liaise with partner agencies in producing documentation relevant to criminal investigations. A full national enhanced security vetting process is required to be completed prior to taking up post. Responsibilities Provide professional and confidential administrative support within the department, responding to departmental queries/requests for information and carry out ad-hoc duties as directed by management. Maintain accurate computerised records/databases and reporting on this information as required. Maintain the secure management of paper and electronic files held within the establishment, ensuring a filing system of all records is kept in line with the SPS Document Retention policy. Diary management, meeting room bookings and attending meetings to record and produce an accurate minute where required. Produce various written correspondence to internal and external agencies. To support and provide administrative cover, commensurate with role and level within the organisation, deemed necessary to ensure the continuation of an effective and efficient service. Person Specification SPS recruitment and selection practice is based on the fundamentals of our Competencies for Success 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 eight, 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 those identified as key to role. Qualification Requirements Minimum of two National 5 (equivalent or higher) qualifications, including English and Mathematics or relevant experience gained in a similar role and/or environment ( administrative). Knowledge, Skills and Experience Requirements
Excellent interpersonal and communication skills both written and oral.
ESSENTIAL
Ability to prioritise workload to effectively meet strict departmental and organisational deadlines.
ESSENTIAL
Competent and experienced in all aspects of administration and computerised work systems including Microsoft Office (Excel, Word, Outlook).
ESSENTIAL
Experience of recording and producing accurate minutes of meetings.
DESIRABLE
Behaviour Requirements Plan & Organise Solve Problems & Make Decisions Relationships & Collaboration Listen & Communicate Selection method 1 Final Stage Interview