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- Tasks: Manage mail items and perform general admin duties at HMP Castle Huntly.
- Company: Join the Scottish Prison Service, dedicated to public safety and rehabilitation.
- Benefits: Enjoy a part-time role with a competitive salary and flexible working hours.
- Why this job: Make a difference in a unique environment while developing valuable skills.
- Qualifications: Two National 5 qualifications or relevant experience; good communication and MS Office skills required.
- Other info: Rotational shifts provide a great work-life balance.
The predicted salary is between 22158 - 29336 £ per year.
Vacancy Type: PermanentLocation: HMP Castle HuntlyPay Band: Please refer to full job description on SPS career siteSalary: £27,697 (pro rata) Closing Date: 2025-09-10Hours of Work: Please refer to full job description on SPS career siteJob Purpose:
To ensure the effective and efficient management of all mail items for the establishment in line with SPS Policy and Standard Operating Procedures. To also provide general administration duties for the establishment.
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The post will operate the following days and hours: Job Share – Rotational Weeks Week 1) Monday and Tuesday 0800 to 1530 hours, 1 hour break. Wednesday 0800 to 1230 hours, no break. Week 2) Thursday 0800 to 1600 hours, 1 hour break. |
Friday 0800 to 1530 hours, 1 hour break. Saturday 0930 to 1330 hours, no break.
Responsibilities: To attend the front of house area in order to collect all mail delivered to the establishment and transport all mail from front of house to the Designated Secure Area. Collection of mail is required on Saturday from sorting office. Correctly identify all mail into relevant categories i.e., Prisoner Confidential Correspondence/General Correspondence together with damaged mail items and complete relevant inventory sheets as per Standard Operation Procedures. Conduct Secondary Assurance screening of all mail through x-ray machine and contact the relevant nominate Manager to request Secondary Assurance Check before any mail issued. To ensure compliance with the current GMA on Prisoner Correspondence and associated Prison Rules. Also maintaining accurate records for all mail process as per Standard Operating Procedures.To assist in the training of relief staff, including those who work on a Saturday to fully cover the mail administration duties and keep them up to date with changes in policy and procedures.To carry out general administration duties and cover, as directed by the First Line Manager.Person Specification SPS recruitment and selection practice is based on the fundamentals of our Behavioural Competency 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 twelve, 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 these identified as key to role.Qualifications Requirements Minimum of two National 5 (or equivalent) qualifications, including English and Mathematics/Arithmetic or relevant experience gained in a similar role and/or environment. (Essential) Experience Requirements Knowledge Skills Requirements Demonstrate good communication skills, evidencing what type and how used. (Essential) Ability of prioritising workloads and attention to detail, whilst working to departmental deadlines. Outlining examples. (Essential) Competent in the use of MS Office Packages (Including Microsoft Outlook, Word and Excel). (Essential) Awareness of GDPR and the requirement for confidentiality in line with SPS guidelines. (Desirable) Selection Methods Please refer to full job description on SPS career site
Mail Admin Assistant (17.5 Hours Part Time) - HMP Castle Huntly, Permanent employer: Scottish Prison Service
Contact Detail:
Scottish Prison Service Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Mail Admin Assistant (17.5 Hours Part Time) - HMP Castle Huntly, Permanent
✨Tip Number 1
Familiarise yourself with the specific responsibilities of the Mail Admin Assistant role. Understanding the daily tasks, such as mail categorisation and compliance with SPS policies, will help you demonstrate your knowledge during any interviews.
✨Tip Number 2
Highlight your communication skills in conversations with potential employers. Since this role requires effective communication, be prepared to share examples of how you've successfully communicated in previous roles or situations.
✨Tip Number 3
Showcase your organisational skills by discussing how you prioritise workloads and manage deadlines. Prepare specific examples that illustrate your attention to detail and ability to handle multiple tasks efficiently.
✨Tip Number 4
If you have experience with MS Office, especially Outlook, Word, and Excel, be ready to discuss this in detail. Consider preparing a brief overview of how you've used these tools in past roles to enhance your application.
We think you need these skills to ace Mail Admin Assistant (17.5 Hours Part Time) - HMP Castle Huntly, Permanent
Some tips for your application 🫡
Understand the Job Role: Read the job description thoroughly to understand the responsibilities and requirements. Highlight key skills such as communication, attention to detail, and experience with MS Office that are essential for the Mail Admin Assistant position.
Tailor Your CV: Customise your CV to reflect the qualifications and experiences that align with the job. Emphasise your communication skills, ability to prioritise workloads, and any relevant experience in administration or mail handling.
Craft a Strong Cover Letter: Write a cover letter that addresses why you are a good fit for the role. Mention specific examples of how your skills meet the job requirements, particularly your experience with confidentiality and adherence to policies.
Proofread Your Application: Before submitting, carefully proofread your application materials for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at Scottish Prison Service
✨Know Your Mail Management Procedures
Familiarise yourself with the Standard Operating Procedures related to mail management. Be prepared to discuss how you would handle different types of mail, including confidential correspondence, and demonstrate your understanding of the importance of compliance with SPS policies.
✨Showcase Your Communication Skills
Since good communication is essential for this role, think of examples where you've effectively communicated in previous positions. Be ready to explain how you would train relief staff and ensure they understand the mail administration duties.
✨Demonstrate Attention to Detail
Prepare to discuss specific instances where your attention to detail made a difference in your work. This could include managing records or ensuring accuracy in mail categorisation. Highlighting your ability to prioritise workloads will also be beneficial.
✨Be Familiar with GDPR and Confidentiality
Understand the basics of GDPR and how it relates to handling sensitive information. Be ready to discuss why confidentiality is crucial in a prison environment and how you would ensure compliance with these guidelines in your daily tasks.