Administrator - Hmp Edinburgh

4 months ago

Edinburgh, United Kingdom Fife College Full time

**JOB DESCRIPTION**

**Post Title**:Administrator

**Post Reference**:
**Department**:Learning and Skills Services (SPS)

**Responsible to**:Team Leader

**Overall Purpose of the Role**:
**(Summarise the key responsibilities to achieve the overall purpose of the role and attach the organisational chart appropriate to the area)**

To assist the Team Leader in a wide range of administrative tasks including statistical reports required by Scottish Prison Service (SPS) and Fife College. To have a flexible approach to a changing workload in a challenging environment and be a source of information to students on what we can offer and refer them to the correct member of staff.

The post holder will work within the appropriate legislative and policy frameworks.

**Key Responsibilities**
**(Detail the key responsibilities and activities to ensure the overall purpose of the role is achieved)**
- Maintain the REMS system, processing new student information, class timetables and waiting lists. Ensure all individual details are kept up to date, and keep track of student’s non
- attendance at classes.
- Have an in-depth knowledge of activities within the Learning Centre, act as the first point of contact for the dealing effectively with requests, answering queries and taking responsibility for processing each enquiry through to a satisfactory conclusion.
- Assist with the preparation, generation, monitoring and administering of various documentation and reports as required by the Team Leader and other Learning Centre Staff.
- Work with Learning Centre Staff to assist with their day to day administrative support requirements.
- Attend meetings, preparing agendas, taking minutes and following up agreed actions to completion.
- Deal with the duties of this post professionally whilst being aware of the highly confidential nature of information.
- Liaise with colleagues to ensure records are organised and accessible. Adhere to Fife

College archiving policy so that records are maintained in compliance with General Data
Protection Regulation (GDPR).
- Participate in and taking minutes at regular staff meetings.
- Create and maintain PR2 records for individual students, processing information as required.
- Upload weekly timetables onto Sharepoint and distribute to students, prison staff and Leaning

Skills Services (LSS) staff.
- Liaise with LSS Staff to ensure all class lists are up to date and distributed to students.
- In conjunction with the Team Leader and other LSS Staff assist the learning centre staff in organising events for students, the prison working with other outside agencies when required.
- Responsible for Stationery requisitions, ensuring stationery and resource cupboards are stocked at all times.
- Any other duty as required by the line manager commensurate with the post.

**Key Contacts/ Relationships**
**(Detail the internal and external contacts and relationships**

College based staff in key departments
Colleagues across Fife College prison learning centres
First point of contact for SPS staff and management
First point of contact for internal and external partners

**PERSON SPECIFICATION**

**POST: Administrator**

**CRITERION ESSENTIAL METHOD OF DESIRABLE METHOD OF**
**ASSESSMENT ASSESSMENT**

**Education and **Educated to NC/SVQ Level 2 or Application form
**Qualifications **equivalent (SCQF Level 5)

**Experience **Proven experience of working in a busy Application form / Knowledge and experience of working Application form /
office environment. Interview in a Prison context. Interview

**Skills/ Attributes **Effective communication skills, Interview Knowledge of presentation and Interview
enthusiasm for the task, a high degree of publishing software.
flexibility and the ability to use own
initiative.

Excellent IT skills, including word
processing, database management and
spreadsheet.

Ability to prioritise workload.

**Any Other Relevant **Sharing of good practice Interview
**Criteria**
Be able to work both on own initiative
and as part of a team

The post holder may be required to travel between Learning Centres and
Fife College campuses.

**Generic Information to all Roles**

The responsibilities described within the job description are not intended as exclusive or exhaustive. They are to highlight the major tasks and duties of the role and the post holder may be required to undertake other duties that are consistent with the overall purpose of role.

It is expected that post holders will understand the policies and procedures within Fife College, particularly where those relate to equality and diversity, health and safety and safeguarding.

Undertake appropriate CPD as and when required ensuring professional standards.

Every member of staff is expected to be a role model to others within the College and those they encounter in the course of their duties upholding the College’s values.

**Job Type**: Part-time
Part-time hours: 28 per week

**Salary**: £20,154.00-£21,230.00 per year

**Benef

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