*DO NOT USE* Governor's PA (Fixed Term)
Provide professional and confidential administrative support to the Governor, Deputy Governor and Senior Management Team within HMP Greenock.
This is a fixed term post to cover a period of maternity leave and is expected to last until around November 2018.
Hours of work are 8.00am - 4.30pm Mon-Thu and 8.00am - 4pm Fri. Requests to work shorter days Mon-Fri will be considered.
Provide an accurate administrative service to the Governor/Deputy Governor and SMT, ensuring all tasks are dealt with promptly, including typing (and occasionally drafting) routine correspondence, complaint responses, minute taking at meetings, business improvement and other action plan updates, PowerPoint presentations, filing etc.
when they are out of the office on business and respond to, or re-direct
correspondence in their absence
Co-ordinate meetings & visits for Governor/Deputy with a wide range of professional groups, book rooms, arrange hospitality, etc. and manage senior management team diaries.
Record and track Governor confidential prisoner complaints (PCF2), TOC correspondence, and Internal Complaints (ICC).
Line Management responsibility for Mail Assistants to ensure all mail items for the establishment are processed in line with SPS Policy & Standard Operating Procedures and provide cover for this role as required (e.g. annual leave/sick leave).
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.
Minimum of 5 Standard Grades (or equivalent) including English and Maths/Arithmetic at grade 3 or above, or relevant experience - ESSENTIAL
(Please list all relevant qualifications and grades achieved).
Previous experience in an administrative or secretarial role - ESSENTIAL
(Please provide full details of your administration/secretarial experience including what tasks you were responsible for).
Excellent typing skills and experience of using MS Office packages - ESSENTIAL
(Please provide details of any MS Office packages you have used and what you have used these for).
Ability to effectively prioritise workload to meet departmental and organisational deadlines - ESSENTIAL
(Please provide an example of a time when you have had to prioritise your workload, how you did this and what the outcome was).
Well-developed communication skills - ESSENTIAL
(Please provide an example of a time when you have had to use your communication skills to achieve an outcome, what methods of communication were used and what the outcome was).
Ability to build and maintain relationships - ESSENTIAL
(Please provide an example of a time when you have had to build a rapport with others to achieve a desired outcome, how you did this and what the outcome was).
Ability to demonstrate discretion and maintain confidentiality - ESSENTIAL
(Please provide an example of a time when you have been responsible for dealing with sensitive or confidential information and how you ensured you maintained confidentiality).
This opportunity is closed to applications.
