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 assessment and oversight of Scotland's 17 correctional facilities. The primary aim is to evaluate the treatment of inmates and the conditions within these institutions, while also publicly disseminating the findings. Additionally, HMIPS oversees the conditions under which prisoners are transported or held during escort arrangements.

The 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. Furthermore, approximately 100 Independent Prison Monitors (IPMs) volunteer from local communities across the nation.

This role presents an invaluable opportunity to collaborate with the Inspector of Prisons and the Business Manager, focusing on essential operational tasks. Responsibilities include engaging with volunteers, key stakeholders, relevant colleagues from the Scottish Government, external organizations, and HMIPS staff, in addition to providing administrative support to the broader HMIPS team.

Responsibilities

Inspection Duties

• Collaborate with the Lead Inspector of Prisons and the Business Manager to prepare for upcoming inspections.

• Participate as a member of the pre-inspection survey team and assist during inspections as needed.

• Aid the Business Manager in the planning of inspections and the management of inspection reports.
Administrative Functions

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

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

• Serve as the EPC card holder.

• Process and acknowledge 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
Team Collaboration
Information Management

Qualifications

No specific qualifications are mandated for this position.

Essential Criteria
1. Strong organizational abilities with a capacity to prioritize tasks effectively to meet deadlines while ensuring a high degree of accuracy.
2. Excellent communication skills and confidence in interacting with individuals at various levels.
3. Ability to function effectively as part of a team, demonstrating adaptability and proactively contributing to achieve established goals and objectives.
4. Proficient IT skills with a solid understanding of Microsoft Office applications.

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

Interview and Assessment:
Details to be confirmed.

Minimum Time in Post:
The expectation is to remain in the role for a minimum of three years unless promoted to a higher Band or Grade.

A reserve list of successful candidates will be maintained for up to 12 months should additional posts become available.

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

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