Prison Correspondence Admin

Sodexo Ltd; West Calder; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading global service provider is seeking a highly organised Prison Correspondence Administrator to oversee mail services at HMP Addiewell. The role involves managing correspondence, responding to inquiries, and ensuring confidentiality. Candidates should possess strong organisational and communication skills, and basic IT proficiency, particularly in Microsoft Office. This full-time position offers extensive Sodexo benefits, fostering an inclusive workplace where diversity is valued.

Benefits

Sodexo retirement plan

Discounts to over 1,900 brands

Gym discount

24/7 employee assistance programme

Responsibilities

• Manage all incoming and outgoing prisoner and establishment mail.
• Record and process all special and recorded delivery items.
• Respond to mail-related queries professionally.
• Provide cover for other administrative functions.
• Maintain confidentiality with sensitive information.
• Manage mail room stock and supplies.
• Contribute to a compliant and effective mail room service.

Skills

Organisational skills

Attention to detail

Communication skills

Basic IT proficiency

Time management

Customer-focused approach

Adaptability

Problem-solving skills

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Job Advert: Prison Correspondence Administrator

Function: Sodexo Government

Contract Type: Full-time

About the Role

Sodexo Government is seeking a highly organised and professional Prison Correspondence Administrator to support the smooth operation of mail services at HMP Addiewell. This vital role ensures that all correspondence entering and leaving the establishment is processed efficiently, securely and in line with operational policies. You will be a key part of a multi-tasked administrative team, helping to uphold the integrity of prison operations while delivering an excellent service to internal and external parties.

Key Responsibilities

• Manage all incoming and outgoing prisoner and establishment mail, ensuring timely distribution to relevant departments in accordance with current policies and procedures.

• Record and process all special and recorded delivery items, both inbound and outbound.

• Respond professionally to mail-related queries from colleagues, external agencies, and members of the public.

• Provide cover for other administrative functions as required, contributing to a flexible and efficient support service.

• Maintain confidentiality at all times and handle sensitive information with integrity.

• Manage mail room stock and supplies through established procurement processes.

• Support the wider aims of HMP Addiewell by contributing to a compliant, effective, and professional mail room service.

What We’re Looking For

Essential skills and competencies:

• Strong organisational skills with the ability to sort, track, and distribute high volumes of correspondence.

• Excellent attention to detail and accuracy in mail handling and record keeping.

• Confident communication skills and the ability to interact politely and professionally with colleagues, the client, and members of the public.

• Basic IT proficiency, particularly with Microsoft Word, Excel and Outlook.

• Effective time management and the ability to prioritise tasks in a fast-paced environment.

• A customer‑focused approach with the ability to work independently and take ownership of tasks.

• Adaptability to changing procedures and operational needs.

• Problem‑solving skills to identify and resolve issues relating to mail handling and delivery.

Key Outputs

• Professional, courteous handling of all internal and external queries.

• Consistent adherence to operational guidelines and procedures.

• Delivery of a reliable, high‑quality mail room service aligned with the vision and values of HMP Addiewell.

• Personal accountability for the standard of service provided.

• Contribution to contractual obligations through efficient mail room processes.

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.

Ready to be part of something greater? Apply today!

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 themselves. 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.