Business Intelligence Administrator

Sodexo; Addiewell; On-site; GBP 23,000 - 30,000; Full time

Benefits offered by this job

Sodexo retirement plan

discounts to over 1,900 brands

Gym discount

Confidential 24/7 employee assistance

Job summary

Sodexo is seeking a Business Intelligence Administrator at HMP Addiewell in West Lothian to join the Business Intelligence Unit. The role focuses on administrative support, data management, and ensuring timely performance reporting within a secure prison environment.

You will maintain databases, assist investigations and complaints processes, handle correspondence, and support stakeholders while upholding confidentiality and data protection requirements.

Qualifications

• Excellent organisational skills with high attention to detail.
• Experience handling sensitive information and documentation.
• Proficiency with Microsoft 365 apps including Excel and SharePoint.

Responsibilities

• Maintain departmental databases, trackers, and records with accuracy.
• Support investigations, complaints, and assurance activities.
• Process correspondence related to complaints and information requests.
• Draft professional written responses following investigations.
• Handle telephone and email inquiries for the BI Unit.
• Organise meetings, prepare docs, and record minutes.
• Maintain filing systems in line with data protection standards.
• Monitor statutory and organisational deadlines for compliance.
• Provide cover for colleagues and contribute to process improvements.

Skills

Excel

Outlook

Data protection

GDPR

Record keeping

Communication

Education

National 5 English

National 5 Mathematics

Tools

SharePoint

Job description

The following content displays a map of the jobs location - Addiewell, West Lothian

Role Overview:

HMP Addiewell is seeking a highly organised and proactive Business Intelligence Administrator to join our Business Intelligence Unit.

This is a key administrative role supporting the delivery of business assurance, compliance monitoring, investigations, complaints management, and performance reporting across the establishment. Working in a fast-paced and varied environment, you will be responsible for maintaining critical data and information systems, monitoring statutory and organisational deadlines, and ensuring accurate record keeping.

You will also provide administrative support to investigation and complaints processes, managing documentation, drafting correspondence, and providing timely information to a range of internal and external stakeholders. This is an excellent opportunity for someone with strong administrative skills, exceptional attention to detail, and a commitment to accuracy, compliance, and continuous improvement.

Key Responsibilities:

• Maintain, update, and monitor departmental databases, trackers, and record management systems, ensuring a high level of accuracy and data integrity.
• Support the administration of investigations, complaints, and assurance activities in line with organisational procedures.
• Review, process, and record correspondence relating to complaints, incidents, and information requests.
• Draft professional and accurate written responses and official correspondence following investigations and reviews.
• Manage incoming telephone and email enquiries, providing effective administrative support to the Business Intelligence Unit.
• Organise meetings, prepare documentation, and accurately record minutes and actions.
• Maintain electronic and physical filing systems, archives, and records in accordance with data protection and retention requirements.
• Monitor and support compliance with statutory, contractual, and organisational deadlines.
• Adhere to all prison security procedures and confidentiality requirements.
• Provide cover and support for colleagues during periods of absence.
• Contribute to the continuous improvement of departmental processes, systems, and reporting arrangements

Person Specification:

We are looking for an organised and motivated individual who can manage competing priorities while maintaining exceptional attention to detail. You will be confident working with sensitive information, able to communicate effectively with a wide range of stakeholders, and comfortable using technology to support efficient business processes.

• Excellent organisational skills with strong attention to detail and accuracy.
• Effective time management skills and the ability to work independently using initiative.
• Ability to prioritise workloads and adapt quickly to changing demands.
• Strong IT skills, including experience using Microsoft Office applications, particularly Excel, Outlook, and SharePoint.
• Excellent written and verbal communication skills.
• Ability to work collaboratively as part of a team while managing individual responsibilities.
• Experience of maintaining accurate records and handling confidential information.
• National 5 (or equivalent) in English and Mathematics.
• Knowledge of data protection legislation, GDPR, Subject Access Requests (SARs), and Freedom of Information (FOI) processes.
• Previous experience in an administrative, compliance, audit, assurance, or governance environment.
• Experience producing reports, analysing information, or maintaining performance data.
• Understanding of complaint handling or investigation processes.
• A proactive approach to learning and continuous professional development.

What we offer:

Working with Sodexo is more than a job; it’s a chance to be part of something greater.

You’ll belong in a company and team that values you for you; you’ll act with purpose and have an impact through your everyday actions; and you’ll be able to thrive in your own way.

In addition, we offer 20+ Sodexo benefits such as

• Sodexo retirement plan
• discounts to over 1,900 brands to shop online
• Gym discount to maintain a healthy lifestyle
• a confidential 24/7 employee assistance programme providing independent support to overcome whenever life has its obstacles including emotional support, legal and financial advice

For further details regarding our Sodexo benefits please see attached.

About The Company

At Sodexo, our purpose is to create a better everyday for everyone to build a better life for all. As the global leader in services that improve the Quality of Life, we operate in 55 countries, serving over 100 million consumers each day through our unique combination of On-Site Food and FM Services, Benefits & Rewards Services and Personal & Home Services.

We're all about building a workplace for the future, we believe in equal opportunities, and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be natural, and be the best versions of ourselves. We recognise that we’re on a journey with regards to diversity and inclusion and would therefore welcome applications for candidates from underrepresented backgrounds.

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations. We run a Disability Confident interview scheme for candidates with disabilities who meet the minimum selection criteria for the job.