To provide a high level of professional and confidential secretarial and administrative support to the Governor and Deputy Governor and as necessary, to assist members of Stirling Senior Management team. The post holder will also provide administrative support to the Business Improvement team when required which will require knowledge of SAR and FOI requests and statistical analysis via Business Object reports
Responsibilities
Confidential, accurate and timeous typing of various information including audio, copy of letters, reports, tables, minutes etc for the Governor, Deputy Governor and as required for other members of the Management Team, HR and Business Improvement functions. Preparing information for meetings including Excel and PowerPoint. Accurately record and prepare action trackers and follow up on action updates. Provide draft responses and communications to staff on behalf of the Governor
Maintaining the Governors and Deputy Governor’s Outlook appointments diary and meetings schedule. Co-ordinating and arranging meetings and travel arrangements. Managing the establishment’s electronic booking system for the Boardroom. Provide a professional approach setting up events and anticipate resources required for meetings including catering/refreshment provision. Provide preparation as directed for meetings, including printing off reports, etc. Co-ordinate IPM Reports, take minutes of meetings and provide an accurate report within 5 working days. Co-ordinate/arrange and take minutes of DIPLAR meetings. Co-ordinate dates of annual leave for the Senior Management Team and escalate any conflicts or shortages of managerial cover as necessary
Manage prisoner complaints, official sensitive correspondence including staff information, Notices to Staff, Governors & Managers Action Notices, Treat Official Correspondence (TOC), Ministerial Correspondence through Excel based tracking systems. Co-ordinate, distribute and monitor the weekly bulletin and annual meeting schedule for the establishment. Regularly handle and be accountable for the safe storage of highly confidential and sensitive staff information including performance management, grievances, and gross misconduct issues relating to members of staff in accordance with retention policy
Handle professionally and confidentially telephone enquiries, taking messages, obtaining calls on behalf of the Governor and Deputy Governor. Calls will come from a diverse range of individuals including SPS staff, HQ, other establishments, those from the wider Criminal Justice Sector, Scottish Government and members of the public.
Maintaining an accurate central filing system in line with record retention policy.
Carry out any other duties as required, including relief cover for administrative functions within the team
Person Specification
SPS recruitment and selection practice is based on the fundamentals of our Competencies for Success 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 eight, 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 those identified as key to role.
Qualification Requirements
A minimum of 5 Standard Grades, or equivalent, including English and Maths/Arithmetic at Grade 3 or above or relevant experience
Knowledge, Skills and Experience Requirements
Competent & experienced in all aspects of administration, ESSENTIAL
Competent in audio and copy typing and competent in MS Office Packages including Excel, Word, Outlook etc. ESSENTIAL
Well-developed communication skills. ESSENTIAL
Minute taking skills. ESSENTIAL
Behaviour Requirements
Solve Problems & Make Decisions
Accountability & Initiative