Personal Assistant to the Governor in Charge

2 weeks ago

Kilmarnock, United Kingdom Scottish Prison Service Full time

Job Purpose

To provide professional and confidential administrative support to the Governor, Deputy Governor, Senior Management Team within HMP Kilmarnock. Responsibilities Provide a high level of administrative support to the Governor, Deputy Governor and Senior Management Team including but not limited to email and diary management, weekly bulletins, minute taking, letters, room bookings, hospitality and presentation set-up. Point of contact for Governor and Deputy Governor when dealing with written and verbal enquiries, including confidential Prisoner Complaints (PCF2) and Treat as Official Correspondence (TOC), and where appropriate providing a response on their behalf. Secretarial support to a range of business meetings within the establishment including minute taking and action lists. Maintain effective and efficient electronic and paper-based filing and date recording systems, ensuring compliance and Records Management Policy, Data Protection Legislation and SPS guidelines. Carry out other administration tasks commensurate with pay band including but not limited to ad hoc cover for other administrative functions. 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 Five National 5 qualifications, including English and Maths/Arithmetic or equivalent qualifications or relevant experience.  ESSENTIAL Knowledge, Skills and Experience Requirements Previous experience in an administrative or secretarial role.  ESSENTIAL Strong working knowledge of IT and Microsoft Office packages including Excel, Word, and Outlook etc . ESSENTIAL Ability to record confidential information accurately and have excellent attention to detail.  ESSENTIAL Behaviour Requirements Relationships & Collaboration Listen & Communicate Plan & Organise Selection method 1 Interview

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