Agents/Visits Admin Assistant

HMP Edinburgh
B
£17,212 - £18,871
Closing date
04/10/2019, 23:55
Normal Office Hours
Full-Time - 37 Hours
To provide general administration of the Agents/Visits Group. It will also facilitate a booking service for Agents Visits (including a variety of other service providers) co-ordination of Video Conferencing facilities for the Appeals Courts and other Court services. This role is the point of contact for the visiting Agents, Police, External Partner Agencies, SPS Establishments and Appeal Courts.
Responsibilities
To communicate professionally and effectively with internal and external enquiries
To carry out a range of administrative tasks including photocopying,faxing, filing scanning etc, whilst adhering to the Data Protection Act and Document Retention Policy.
To provide a professional and efficient booking system for a variety of Agencies and Agent and co-ordinate these visits.
Co-ordinate and enable the video conferencing facility for the purpose of the Agents Visits and the Appeal Courts and Sheriff Court. Operate the Video Conferencing equipment and check the identity of the caller before authorising Prison staff to escort the prisoner to the call.
Update prisoner records including Prisoner Record System (PR2). Maintain accurate databases and manage files
and archives, in compliance with the Document Retention Policy.
Any other duties as requested by Management consistent with Grade.
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
2 National 5 at Grade C or above (including English & Maths/Arithmetic) or equivalent qualifications or experience. ESSENTIAL
Experience Requirements
Competent and experienced in all aspects of administration ESSENTIAL
Competent in the use of Microsoft Office packages including Excel, Word,Outlook etc ESSENTIAL
Knowledge Skills Requirements
Ability to effectively prioritise workload to meet departmental and organisational deadlines. ESSENTIAL
Excellent skills in both written and verbal to communicate confidently and effectively ESSENTIAL
Ensure accuracy and attention to detail ESSENTIAL
Ability to work individually and as part of a team ESSENTIAL
Interview
Vacancy Information Booklets: