Administration Assistant - Lilias Centre Glasgow

CCU - Lilias (Glasgow)
Closing date
30/11/2022, 16:00
Normal Office Hours
Full-Time - 37 Hours
Working as part of HMP YOI Stirling’s Finance & Business team based at the Lilias Centre the post holder will be responsible for the provision of all aspects of administrative support to the operational function based within Lilias with a specific focus on Procurement and Finance activities.
Local administration of canteen and sundries purchase process in conjunction with HMP YOI Stirling Procurement team; distribution and collation of order sheets, calculation and processing of financial transactions through the SPS’ Prisoner Records System (PR2) and distribution of prisoner bought items and sundry purchases. liaising with the HMP YOI Stirling Procurement team
Maintenance of a cash imprest system held locally. Provide assurance on processing of cash transactions and balances held within Lilias, including daily reconciliations, in accordance with SPS financial policies.
Assist Cashier with checking and processing local travel & subsistence claims by ensuring they are compliant with SPS policies.  Maintenance of all incoming and outgoing mail in line with SPS Policy and Standard Operating Procedures.
Maintenance of goods and services required by Lilias; facilitating local orders with HMP & YOI Stirling, accepting delivery of good and responding to enquiries sensitively, timeously and efficiently, at all times working within the parameters of the relevant policies and legislation
Maintenance of stock items held within Lilias including but not limited to janitorial products and uniforms; providing the Procurement Manager with assurances that all stock is accounted for and completing reconciliations on a weekly and monthly basis.
Liaise with the Information Security Officer to ensure records are managed efficiently and effectively, in compliance with the SPS Records Management and Retention Policy. Ensure personal data and business information is managed in a manner compliant with national and local information security policies and procedures
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
Minimum of two National 5s (or equivalent) qualifications (including English & Mathematics) or relevant experience gained in a similar role and/or environment. (Essential)
Experience Requirements
Previous experience in an Administration role (Essential)
Competent in the use of Microsoft Office packages such as Word, Excel, Outlook  (Essential)
Previous experience of stock management activities (Desirable)
Knowledge Skills Requirements
Ability to plan, organise, prioritise and manage workload in order to achieve results within strict deadlines. (Essential)
Ability to build positive working relationships with internal and external partners. (Essential)
Working knowledge of  SharePoint & Agresso (Desirable)
Working knowledge of General Data Protection Regulations (Desirable)
Vacancy Information Booklets:

This opportunity is closed to applications.