Mail Administrator (part time) - HMP YOI Grampian

HMP & YOI Grampian
£18,975 to £20,805 (pro rata)
Closing date
17/08/2020, 23:55
Part Time

Hours of work 

The post will operate the following days and hours on a rotational basis over 2 weeks:

Week 1 - Monday and Tuesday 0800 to 1500hrs, 30 min break.  Wednesday 0800-1530hrs, 30 min break.

Week 2 - Thursday and Friday 0800 to 1500hrs, 30 min break, Saturday 0830 to 1230 hrs, no break.

To ensure the effective and efficient management of all mail items for the establishment in line with SPS Policy and Standard Operating Procedures.  To also provide general administration duties for the establishment.


To attend the Front of House area in order to collect all mail delivered to the establishment and transport all mail from Front of House to the Designated Secure Area.

Correctly identify all mail into relevant categories i.e. Prisoner Confidential Correspondence / General Correspondence together with any damaged mail items and complete relevant inventory sheets as per Standard Operating Procedures.

Conduct secondary assurance screening of all mail through x-ray machine in smaller bundles and contact the relevant nominated manager to request secondary assurance check before any mail is issued.

To ensure compliance with the current GMA on Prisoners Correspondence and associated Prison Rules.
To assist in the training of relief staff, including those who work on a Saturday to fully cover the mail administration duties and keep them up to date with changes in policy and procedures.
To carry out general administration duties and cover as directed by the line manager Monday to Friday and process the mail on a Saturday.
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 5 (or equivalent) National 5 (or Equivalent) qualifications, including English and Mathematics or Arithmetic or relevant experience gained in a similar role and/or environment.  ESSENTIAL
Experience Requirements
Good communication skills at all organisational levels evidencing what type and how used.  ESSENTIAL
Experience of attention to detail whilst working to deadlines, outline examples. ESSENTIAL
Competent in MS Office Packages (including Microsoft Word, Outlook and Excel).  ESSENTIAL
Knowledge Skills Requirements
Evidence of your knowledge and understanding of the Data Protection Act.  ESSENTIAL
Excellent problem solving and decision making skills.  ESSENTIAL
Evidence ability to work as part of a team, demonstrating a flexible attitude.  ESSENTIAL
Vacancy Information Booklets:

This opportunity is closed to applications.