Administrator (Estates Department)
An exciting opportunity has arisen within the SPS for an Administrator to work within the Estates Team at HMP Edinburgh, on a part time basis (14.5 hours per week). The hours/days will be:
- Thursday 08:00 - 16:00
- Friday 08:00 - 15:30
You will provide administration support to Estates Maintenance teams ensuring auditable systems are in place to provide assurance that compliance is maintained throughout all administration processes and procedures.
Duties include processing of requisitions, goods received and invoices using the SPS Financial Management System, placing orders with suppliers and the coordination of maintenance contracts, paperwork and service visits. You will be responsible for recording staff attendance and the population of staff records, including training databases ensuring clear communications are developed between internal and external training service providers. You will also be required to attend and provide minutes for meetings. A key work element of this post is the operation and use of the Computerised Maintenance Management System (CMMS) to allocate, monitor, record and report maintenance tasks.
Some of the benefits you can enjoy in role are:
- Job security
- Attractive Pension (Civil Service)
- Commitment to your personal and professional development
- Annual leave - 34 days rising to 42 days (pro-rata)
- Employee savings scheme
- Employee Assistance Programme
- Sick Pay
Ensure accurate and up to date records are compiled relating to absence, annual leave, toil, overtime and on call for estates staff and are maintained.
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 five National 5 Qualifications, including English and Arithmetic / Mathematics or equivalent qualifications or relevant experience.
Proficient in the use of IT systems and software including packages such as Excel, Word and Outlook
Experience of carrying out general administration duties within a busy office setting.
Experience of dealing with and managing high volumes of telephone and e-mail enquiries.
Finance and Procurement Knowledge
Proven knowledge of finance and procurement policies and processes or willing to develop this knowledge in the workplace with full support from SPS.
Planning and Prioritising
Ability to effectively prioritise workload to meet departmental and organisational timelines.
Possess good interpersonal skills and have the ability to work on your own and as part of a team.