Mail Administrator

2 weeks ago

Stirling, United Kingdom Scottish Prison Service Full time

Working as part of the HMP & YOI Stirling’s Finance & Business team and providing peer support to the Custody Care Units (CCU), the post holder will be responsible for ensuring the effective and efficient management of all mail items within the establishment in line with Scottish Prison Service Policy & Standard Operating Procedures- Responsibilities- Process and record all incoming and ongoing mail for the establishment- Correctly identify all mail into relevant categories i.e. Prisoner Confidential Correspondence/ Prisoner General Correspondence/General Correspondence/ together with any damaged mail items- Complete relevant inventory sheets and maintain accurate records for all mail processes as per Standard Operating ProceduresMaintain and coordinate the telephone database and associated documentation
- Effectively manage and file electronic/paper based prisoner records, in line with the establishments Records Management Plan ensuring compliance with Data Protection Legislation, Information Security and SPS Guidelines- Carry out any other duties as required, including cover for other administration functions**Person Specification**
- Qualifications Requirements- Minimum of Two National 5 (or equivalent) qualifications (including English & Mathematics) or relevant experience gained in a similar role and/or environment. ESSENTIAL- Experience Requirements- Competent in the use of Microsoft Office packages such as Word, Excel, Outlook ESSENTIAL- Experience of working in an administrative environment. ESSENTIAL- Knowledge Skills Requirements- Ability to use strong communication skills to build positive working relationships with internal and external partners. ESSENTIAL- Ability to plan, organise, prioritise and manage workload in order to achieve results within strict deadlines. ESSENTIAL- Excellent numeracy skills with the ability to analyse, interpret and report on a range of information ensuring accuracy and attention to detail. ESSENTIAL- Understanding of relevant policies and procedures and legislation including a working knowledge of GDPR. DESIRABLE- Selection method 1- Interview

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