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To provide a high level of professional and confidential secretarial and administrative support to the Governor and Deputy Governor and as necessary, to assist members of Stirling Senior Management team. The post holder will also provide administrative support to the Business Improvement team when required which will require knowledge of SAR and FOI requests and statistical analysis via Business Object reports

Confidential, accurate and timeous typing of various information including audio, copy of letters, reports, tables, minutes etc for the Governor, Deputy Governor and as required for other members of the Management Team, HR and Business Improvement functions. Preparing information for meetings including Excel and PowerPoint. Accurately record and prepare action trackers and follow up on action updates. Provide draft responses and communications to staff on behalf of the Governor

Maintaining the Governors and Deputy Governor’s Outlook appointments diary and meetings schedule. Co-ordinating and arranging meetings and travel arrangements. Managing the establishment’s electronic booking system for the Boardroom. Provide a professional approach setting up events and anticipate resources required for meetings including catering/refreshment provision. Provide preparation as directed for meetings, including printing off reports, etc. Co-ordinate IPM Reports, take minutes of meetings and provide an accurate report within 5 working days. Co-ordinate/arrange and take minutes of DIPLAR meetings. Co-ordinate dates of annual leave for the Senior Management Team and escalate any conflicts or shortages of managerial cover as necessary

Manage prisoner complaints, official sensitive correspondence including staff information, Notices to Staff, Governors & Managers Action Notices, Treat Official Correspondence (TOC), Ministerial Correspondence through Excel based tracking systems. Co-ordinate, distribute and monitor the weekly bulletin and annual meeting schedule for the establishment. Regularly handle and be accountable for the safe storage of highly confidential and sensitive staff information including performance management, grievances, and gross misconduct issues relating to members of staff in accordance with retention policy

Handle professionally and confidentially telephone enquiries, taking messages, obtaining calls on behalf of the Governor and Deputy Governor. Calls will come from a diverse range of individuals including SPS staff, HQ, other establishments, those from the wider Criminal Justice Sector, Scottish Government and members of the public.

Maintaining an accurate central filing system in line with record retention policy.

Carry out any other duties as required, including relief cover for administrative functions within the team

A minimum of 5 Standard Grades, or equivalent, including English and Maths/Arithmetic at Grade 3 or above or relevant experience

Competent & experienced in all aspects of administration, ESSENTIAL

Competent in audio and copy typing and competent in MS Office Packages including Excel, Word, Outlook etc. ESSENTIAL

Well-developed communication skills. ESSENTIAL

Minute taking skills. ESSENTIAL

Plan & Organise

Solve Problems & Make Decisions

Accountability & Initiative

Interview