Maintenance Services Business Support Officer

HMP Barlinnie
£31,289 - £37,063 (Pro Rata)
Closing date
29/05/2023, 10:00
Normal Office Hours
18.5 Hours

The post holder is required to work closely with all management levels within the maintenance team. This role is an integral part of the regional Estates service delivery team and will provide process support - providing expertise in the planning, co-ordination and monitoring of maintenance services across all Establishments within the area ensuring all are compliant with legislative tasks and standardisation of the administrative functions. This will include the day to day Management and recording of the Computerised Maintenance Management System (CMMS) throughout the area where this supports maintenance activities. Co-ordination of both National and Local Engineering Maintenance Contracts (NEMC & LEMC’s), co-ordination and recording of the area training and liaising with the Technical Training and Business Development Manager (TT&BDM).

The post holder will manage and develop systems that support the data collection, auditing, performance measurement and provision of management information to support continuous improvement.

The post holder will have responsibility for the area administration of the Agresso finance system.


Line management responsibility of area estates administrative staff, ensuring compliance with processes and procedures.     Central liaison point for the area and the TT&BDM

Co-ordinate (for all staff in the area) all  identified statutory core to role training courses with TT&BDM - this may include liaison with external training providers.

Be responsible for the CMMS system (including provision of local training) with the aim of assisting in maintenance performance and asset management ensuring that CMMS is updated to reflect changes in use etc. Undertake regular checks and audits of CMMS to ensure compliance.
Ensure regular production of accurate/ reliable management reports on request and provide senior managers with performance reports e.g. progress on all planned maintenance and reactive repairs, project updates, finance etc.etc.
Co-ordinate identified NEMC and LEMC maintenance visits across the estate area. Populate CMMS calendar with NEMC/LEMC contract information.
In conjunction with the HQ Systems Administration Manager (SAM) ensure that up-to-date PPM schedules for all Establishments within the Area are entered onto the CMMS and that reports are produced in the agreed format - contribute to the design and effectiveness of these.
Secretarial support to the area estates team for management meetings at each establishment including but not limited to project pre-start/progress meetings and any other meetings deemed necessary.
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

The job holder would normally require qualifications at Higher grade or equivalent, or relevant experience.


Experience Requirements


Extensive Experience in the use of Microsoft packages including Excel, Word, Outlook, PowerPoint and Databases.



Experience of payment authorisations for transactions and coordination of monthly returns. The job holder is required to be competent in IT Finance Systems and act as a point of contact for other general users of the system.



Evidence of fully developed administration, data input and analysis skills with knowledge of organisation required to have a fully operational pre planned maintenance programme.


Knowledge Skills Requirements

Planning and Prioritising

Evidence of excellent organisational skills, demonstrating your ability to prioritise workloads, forward plan, manage competing demands, and work under pressure to ensure outputs are delivered within organisational timescales.


Managing and Leading

Evidence of excellent organisational skills, demonstrating your ability to prioritise workloads, forward plan, manage competing demands, and work under pressure to ensure outputs are delivered within organisational timescales.


Communication and Interpersonal Skills

Excellent verbal and written communication and interpersonal skills, with the ability to build positive working relationships at all levels and effectively influence and negotiate with others to achieve desired outcomes.


Vacancy Information Booklets:

This opportunity is closed to applications.