General Admin Assistant

HMP Castle Huntly
Closing date
16/08/2022, 23:55
Normal Office Hours
Full-Time - 37 Hours

The post holder will ensure the effective administration of key business processes in functions such as Casework, Finance, Mail and Offender Outcomes.

Provide administration and reception duties for the establishment across a number of different administration functions, with the requirement to maintain competence in these roles to fulfil these tasks effectively. 
Provide ad hoc assistance to managers across the establishment across a number of different administration functions, as and when required, commensurate with role and level within the organisation. 
Provide secretarial support to meetings in the establishment, both coordinating these events and producing quality minutes of proceedings.

Carry out administration duties, which includes data input, photocopying, filing, minute taking, dealing with telephone calls and correspondence.

Collation, management and dissemination of associated records in line with SPS, Government and Legislative Data Protection and records management requirements.
Update prisoner records including Prisoner Record System Database and SharePoint site.
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

ESSENTIAL: Minimum of two National 5 or equivalent qualifications including Mathematics and English or relevant experience gained in a similar role/environment.

Experience Requirements

ESSENTIAL: Competent in the use of MS Office Packages specifically Microsoft Word, Excel and Outlook.

ESSENTIAL: Experience of understanding and following policy and procedures.

ESSENTIAL: Experience of carrying out administrative duties in a busy office setting.

Knowledge Skills Requirements

ESSENTIAL: Excellent interpersonal skills with the ability to work on your own and as part of a team.

ESSENTIAL: Ability to effectively prioritise workload to meet departmental and organisational deadlines.

ESSENTIAL: Well-developed written and oral communication skills across a wide range of media including minute taking, e-mail, telephone and report writing.

ESSENTIAL: Ability to record confidential information accurately and have excellent attention to detail.

Vacancy Information Booklets:

This opportunity is closed to applications.