Visits Admin Assistant

Permanent
HMYOI Polmont
B
£18,975 - £20,805
Closing date
25/09/2020, 12:00
Normal Office Hours
Full-Time - 37 Hours
The purpose of this role is to administer the visit booking process and provide general administrative services to the Operations Group.
Responsibilities
To record visits, agents and appeal courts booked via the telephone booking line and email and ensure all details are accurately recorded on PR2. Liaise with agents and criminal desk staff.
To respond to written enquiries within appropriate timescales, standards and in accordance with the Data Protection Act.
Co-ordinate the video conferencing facilities including Agents visits, Court Hearings and Family Visits.
Co-ordinate the video conferencing booking system and ensure protocols are adhered to and maintained.
Carry out appropriate level of record keeping/filing to ensure secure storage and maintenance of data and produce stats with regards to visits.
To provide an administrative service to the Operations function as appropriate. This includes co-ordinating weekly stats/figures for the Head of Operations and Visit Management.
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 or equivalent (qualifications) including English and Mathematics or relevant experience gained in a similar role and/or environment. ESSENTIAL
Experience Requirements
Competent in the use of MS packages including Excel, Word and Outlook etc. ESSENTIAL
Competent and experience in all aspects of administration. ESSENTIAL
Previous experience working in a secure and confidential environment. DESIRABLE
Knowledge Skills Requirements
Ability to effectively prioritise workload to meet departmental and organisational deadlines. ESSENTIAL
Well-developed communication skills at all organisational levels, across a range of media. ESSENTIAL
To ensure accuracy and attention to detail. ESSENTIAL
Excellent interpersonal skills with the ability to work on your own or as a part of a team. ESSENTIAL
Interview
Vacancy Information Booklets: