PA to Governor, HMP & YOI Grampian

at  Scottish Prison Service

To provide a high level of professional and confidential secretarial and administrative support to the Governor and Deputy Governor and as necessary, to assist mmber of the Grampian Senior Managemen Team. The post holder wil also provide administrative support to the Busines Improvement Team when required, which will require knowledge of SAR and FOI requests and statistical analysis via Business Objects reports.
Responsibilities
Confidential, accurate an timeous typing of various information including audio, copy of letters, reports, tables, minutes etc, for the Governor, Deputy Governor an as required for other members of the Senior Management Team, HR, an Business Improvement Function. Preparing Information for meetings, including Excel and PowerPoint. Accurately recording and prepare trackers and follow up on action updates. Provide draft responses and communications to staff on behalf of the Governor.
Maintaining the Governor’s and Deputy Governor’s Outlook appointments, diary, and meetings schedule. Co-ordinating and arranging meetings and travel arrangements. Managing the establishments 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 Independent Prison Monitor reports, take minutes of meetings and provide and accurate report within five 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 Bulleting 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 for 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.
Maintain an accurate central filing system in line with Record Retention Policy.
Collate reports and files for any Deaths in Custody, providing information to the Procurator Fiscal and SPS Legal Services. Also, carry out any other duties as required, including relief cover for the 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
Excellent communication and inter-personal skills with well-developed verbal and written ability, at all organisational levels.
Competent in Microsoft office packages including Excel, Word, Outlook, etc, and a working knowledge of the Prisoner Record system (PR2)
Competent and experienced in all aspects of administration, including recording and producing accurate minutes.
Knowledge and understanding of GDPR with the ability to work with secure and confidential information.
Behaviour Requirements
Plan & Organise
Solve Problems & Make Decisions
Accountability & Initiative
Relationships & Collaboration
Selection method 1
Interview

Please refer the Job description for details