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- Tasks: Join our team to manage mail processing and provide admin support at HMP Inverness.
- Company: HMP Inverness is a secure establishment focused on rehabilitation and support.
- Benefits: Enjoy flexible part-time hours, job share options, and valuable work experience.
- Why this job: Make a difference while gaining skills in administration and teamwork in a unique environment.
- Qualifications: 2 National 5 qualifications including English and Maths or relevant admin experience required.
- Other info: This role includes a mix of mail duties and general administration tasks.
Vacancy Type Permanent
Location HMP Inverness
Pay Band B
Closing Date
27/07/2025, 23:55
Hours of work Suitable for Job Share
Full or Part Time Part-Time
Weekly Hours Average 17.5 p/w Job Shared – 35 over 2 weeks Rota of Hours: Week 1: Monday to Wednesday 0800 – 1600 (1 hour break) [21 hours] Week 2: Thursday 0800-1600 (1 hour break) Friday 0800-1200 Saturday: 0830 – 1130 [14 hours]
Job Purpose
The job holder will be part of the Finance & Administration team at HMP Inverness. The post holder will be responsible for processing the incoming and outgoing mail at the Establishment. This includes Royal Mail deliveries, internal mail and email-a-prisoner correspondence. The job holder will secondary scan mail through the X-Ray machine, sort and distribute, ensuring that SPS policies are adhered to at all times.
This position is a job-shared role, where the post-holder will be required to work every second Saturday to carry out mail administration duties (3 hour shift).
Being part of a multi-functional team, other administration tasks will be part of this role, including – answering switchboard telephone & email enquiries, booking prisoner visits, general data input e.g. updating prisoner records, prisoner mobile/PIN phone administration and assistance within the prisoners canteen when required (manual handling duties may be required).
Responsibilities
Collect and log the incoming mail & email-a-prisoner correspondence received into the Establishment, ensuring all necessary policies and procedures are followed daily.
Prepare outgoing mail for Royal Mail pickup and internal mail for delivery.
Provide administration support such as answering the switchboard telephone, filing, data input. Ensuring secure storage and maintenance of data.
Updating and maintaining prisoner records systems.
As part of a multi-functional team, the post holder will be required to carry out other tasks or cover as specified by the Office Manager, commensurate to their grade.
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
A minimum of 2 National 5 qualifications, including English and Maths or equivalent qualifications, or relevant admin experience.
Knowledge, Skills and Experience Requirements
Examples of administration experience which may in clude such as answering the telephone, filing, data input. Essential
Please provide a detailed example of how you meet the knowledge, skills and experience.
Examples of being competent and experienced in the use of MS Office packages, specifically Microsoft Word, Excel and Outlook. Essential
Please provide a detailed example of how you meet the knowledge, skills and experience.
Examples and experience of understanding and following policies and procedures.
Please provide a detailed example of how you meet the knowledge, skills and experience.
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Mail Administration Assistant (Part-Time) employer: Scottish Prison Service
Contact Detail:
Scottish Prison Service Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Mail Administration Assistant (Part-Time)
✨Tip Number 1
Familiarise yourself with the specific policies and procedures related to mail administration in a prison environment. Understanding these will not only help you during the interview but also demonstrate your commitment to adhering to security protocols.
✨Tip Number 2
Highlight any previous experience you have in administration roles, especially those involving data input or handling sensitive information. Be ready to discuss how you managed these tasks effectively in your past positions.
✨Tip Number 3
Showcase your proficiency in Microsoft Office, particularly Excel and Outlook. You might be asked to perform tasks using these tools, so being able to demonstrate your skills can set you apart from other candidates.
✨Tip Number 4
Prepare for questions about teamwork and communication, as this role involves working within a multi-functional team. Think of examples where you've successfully collaborated with others to achieve a common goal.
We think you need these skills to ace Mail Administration Assistant (Part-Time)
Some tips for your application 🫡
Understand the Job Role: Read the job description carefully to understand the responsibilities and requirements. Make sure you highlight your relevant experience in mail administration and any other administrative tasks mentioned.
Tailor Your CV: Customise your CV to reflect the skills and experiences that align with the job. Emphasise your administration experience, particularly in handling mail, data input, and using MS Office packages.
Provide Detailed Examples: In your application, include specific examples of how you meet the qualifications and experience required. For instance, describe your previous roles where you managed mail or performed administrative duties.
Proofread Your Application: Before submitting, thoroughly proofread your application for any spelling or grammatical errors. A well-presented application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at Scottish Prison Service
✨Know the Role Inside Out
Make sure you thoroughly understand the job description and responsibilities. Familiarise yourself with the tasks involved in mail administration, such as processing incoming and outgoing mail, and be ready to discuss how your skills align with these duties.
✨Demonstrate Your Admin Skills
Prepare specific examples of your previous administrative experience, especially in areas like data input, answering phones, and following procedures. Highlight your proficiency in MS Office, particularly Word, Excel, and Outlook, as these are essential for the role.
✨Showcase Your Teamwork Abilities
Since this position is part of a multi-functional team, be prepared to discuss your experience working collaboratively. Share examples of how you've contributed to a team environment and supported colleagues in achieving common goals.
✨Understand Policies and Procedures
Familiarise yourself with the policies and procedures relevant to the role, especially those related to mail handling and data security. Be ready to explain how you have adhered to similar policies in past roles, demonstrating your commitment to compliance.