Administrator (Estates Department)

HMP Edinburgh
£20,805 - £25,868 (pro-rata)
Closing date
08/03/2021, 12:00
Part Time

An exciting opportunity has arisen within the SPS for an Administrator to work within the Estates Team at HMP Edinburgh, on a part time basis (14.5 hours per week). The hours/days will be:

  • Thursday 08:00 - 16:00
  • Friday 08:00 - 15:30

You will provide administration support to Estates Maintenance teams ensuring auditable systems are in place to provide assurance that compliance is maintained throughout all administration processes and procedures.

Duties include processing of requisitions, goods received and invoices using the SPS Financial Management System, placing orders with suppliers and the coordination of maintenance contracts, paperwork and service visits. You will be responsible for recording staff attendance and the population of staff records, including training databases ensuring clear communications are developed between internal and external training service providers. You will also be required to attend and provide minutes for meetings. A key work element of this post is the operation and use of the Computerised Maintenance Management System (CMMS) to allocate, monitor, record and report maintenance tasks.

Some of the benefits you can enjoy in role are:

  • Job security
  • Attractive Pension (Civil Service)
  • Commitment to your personal and professional development
  • Annual leave - 34 days rising to 42 days (pro-rata)
  • Employee savings scheme
  • Employee Assistance Programme
  • Sick Pay
Carry out general administrative duties, attend meetings and facilitate the taking of minutes ensuring these are accurate and issued promptly provide reports, create and update spreadsheets, Provide Management information, transcript data, manage calendars.
Operation of the Maintenance Helpdesk facility ensuring all reported tasks are supplied timeously to the relevant maintenance staff.
Point of contact for the logging and booking of planned and emergency reactive maintenance service visits from service providers ensuring that the effective use of resource is considered.

Ensure accurate and up to date records are compiled relating to absence, annual leave, toil, overtime and on call for estates staff and are maintained.


Day to day operation of computerised systems such as the Computerised Maintenance Management System (CMMS), the SPS Financial System (Agresso) and management of internal systems such as staff attendance and training.
Efficient administration of procurement processes including registration, receipt, and ordering of goods and materials required ensuring all relevant procurement and administration documentation is completed in accordance with policy requirements.
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 five National 5 Qualifications, including English and Arithmetic / Mathematics or equivalent qualifications or relevant experience.


Experience Requirements

IT Skills

Proficient in the use of IT systems and software including packages such as Excel, Word and Outlook


Administration Experience

Experience of carrying out general administration duties within a busy office setting.


Workload Management

Experience of dealing with and managing high volumes of telephone and e-mail enquiries.


Knowledge Skills Requirements

Finance and Procurement Knowledge

Proven knowledge of finance and procurement policies and processes or willing to develop this knowledge in the workplace with full support from SPS.


Planning and Prioritising

Ability to effectively prioritise workload to meet departmental and organisational timelines.


Interpersonal Skills

Possess good interpersonal skills and have the ability to work on your own and as part of a team.


Vacancy Information Booklets: