Administrative Coordinator for Business and Inspections

3 weeks ago


Edinburgh, Edinburgh, United Kingdom The Scottish Government Full time

Overview

His Majesty's Inspectorate of Prisons for Scotland (HMIPS) operates as an autonomous entity tasked with the evaluation and oversight of Scotland's prison facilities. The primary objective is to assess the treatment and living conditions of inmates and to publicly disclose the findings. This includes monitoring the conditions under which prisoners are transported or held during escort arrangements.

The HM Chief Inspector of Prisons for Scotland is supported by a diverse team, including a deputy, a Thematic Lead Inspector, an Inspector of Prisons, four Regional Prison Monitoring Coordinators, a Business Manager, an Operations Manager, a Researcher, a Scottish NPM Coordinator, a Business and Inspection Coordinator, a PA/Business Support Officer, an Independent Prison Monitoring Support Officer, and this position. Additionally, there are approximately 100 Independent Prison Monitors (IPMs) nationwide, who volunteer from the local community.

This role presents an opportunity to significantly contribute to the team by assisting primarily the Inspector of Prisons and the Business Manager with essential business functions. Responsibilities include liaising with volunteers, key stakeholders, relevant colleagues from the Scottish Government, external organizations, and HMIPS staff, along with providing administrative support to the broader HMIPS team.

Responsibilities

Inspection Duties

• Collaborate with the Lead Inspector of Prisons and the Business Manager on pre-inspection preparations for upcoming evaluations.

• Participate as a member of the pre-inspection survey team and attend inspections to provide necessary support.

• Assist the Business Manager in planning inspections and managing the inspection report.
Administrative Functions

• Maintain the HMIPS website, ensuring it is current and that publications and news items are uploaded as needed.

• Provide administrative assistance for internal meetings, including scheduling, distributing agendas and related documents, and taking minutes/action points.
Additional Responsibilities

• Serve as an EPC card holder.

• Process and manage purchase orders for the team through PECOS.

• Offer support to the HMIPS Social Researcher and Thematic Lead Inspector as required.

Competencies Required
• Self-Awareness
• Communication and Engagement
• Teamwork
• Information Management

Qualifications

No specific qualifications are mandated for this position.

Location:
This position is based in Edinburgh, with hybrid working arrangements in accordance with current Scottish Government policies.

Interview and Assessment:
Dates to be confirmed.

Minimum Time in Post:
A minimum commitment of three years in this role is expected unless a promotion to a higher Band or Grade is achieved.

In the event that additional positions become available, a reserve list of successful candidates will be maintained for up to 12 months.

Application Process:
For further information regarding this vacancy, please download and review the "Person Specification" available below.



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