Mail & Administration Assistant (Job Share)

Permanent
HMP Inverness
B
B £22, 915 (Pro Rata)
Closing date
08/02/2023, 23:55
Suitable for Job Share
Part-Time
37 hours over two weeks. Week 1: Mon, Tues, Wed 8am to 4.30pm - Week 2: Thurs 8am to 4.30pm, Fri 8am to 12pm and Sat 9.30am to 12.30pm.

The post holder will be part of the Finance & Administration team at HMP Inverness. The post holder’s main duty will be processing the mail received into the Establishment – Royal Mail deliveries, internal mail and email-a-prisoner etc. Scanning mail through the X-Ray machine, sorting and distributing. This position will be job-shared in order to carry out mail administration on a Saturday.

Being part of a multi-functional team, other administration tasks will be part of this role, including – answering switchboard telephone & email enquiries, booking prisoner visits, general data input e.g. updating prisoner records, prisoner mobile/PIN phone administration and assistance within the prisoners canteen when required (manual handling duties may be required).

Responsibilities

To collect and log the mail & email-a-prisoner correspondence received into the Establishment, ensuring all necessary processes and procedures are followed daily.

To provide general administrative duties such as answering the telephone, filing, data input. Ensuring secure storage and maintenance of data.

Assist in the processing of prisoner Wages/PPC/Canteen and phone transactions through appropriate SPS systems.
Assist in the maintenance of the prisoner mobile phone database – issuing and returns of mobile phones.
Required to handle confidential information and follow correct administrative protocols and procedures.
As part of a multi-functional team, the post holder will be required to carry out other tasks/relief cover as specified by the Office Manager, commensurate with their grade. This may include some manual handling duties.
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 2 National 5 or equivalent qualifications including English and Mathematics or relevant experience gained in a similar role/environment.

(Essential)

Experience Requirements

Please explain how you meet this competency by using a real life example from your own experience.

Experience of carrying out administrative duties – such as answering of telephones, filing and input of data etc.

(Essential)

Please explain how you meet this competency by using a real life example from your own experience.

Competent and experienced in the use of MS Office packages, specifically Microsoft Word, Excel and Outlook.

(Essential)

Please explain how you meet this competency by using a real life example from your own experience.

Experience of understanding and following policy and procedures.

(Essential)

Knowledge Skills Requirements

Please explain how you meet this competency by using a real life example from your own experience.

Excellent interpersonal skills with the ability to work on your own and as part of a team.

(Essential)

Please explain how you meet this competency by using a real life example from your own experience.

Well-developed written and oral communication skills.

(Essential)

Please explain how you meet this competency by using a real life example from your own experience.

Ability to record confidential information accurately and have excellent attention to detail.

Ability to record confidential information accurately and have excellent attention to detail.

(Essential)

Interview
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