11. ADMINISTRATION AND OTHER SERVICES

Administration

11.1 The vast majority of the normal functions associated with a General Office were undertaken by staff in the main prison under an arrangement agreed between the respective Governors-in Charge. A similar arrangement applied with respect to the Stores.

11.2 However, within the NIC there was a civilian worker who undertook all the typing and the general administrative duties. Included in that latter task were responsibility for updating the prisoners’ pass books to show how much cash they held and maintenance of the records relating to the GP Scheme. We were satisfied that those functions were being undertaken in a proper manner though the lack of a SPIN related printer was causing some major problems (see paragraph 11.3).

SPIN

11.3 There was adequate computer hardware to ensure that the relevant SPIN functions, particularly the Prisoners’ Record System, could be accessed and used appropriately. However, more effective usage of the system could be promoted by the addition of a second printer. Additionally, a computer station located within the accommodation area would enhance access, assist with timeous data recording and ensure continuity of staff routines. At the time of our inspection, a bid for additional hardware had been submitted but we have written to SPS HQ suggesting the immediate provision of at least one more printer as a basic requirement to meet the administrative needs of the establishment.

11.4 The local SPIN co-ordinator and his Deputy operated in their roles as required and had a proactive staff training programme to ensure that all competencies were being fully met. A local Procedures Manual was in place with Quality Assurance mechanisms to maintain standards.

Ethnic Minorities Liaison Officer

11.5 The Ethnic Minorities Liaison Officer (EMLO) had held that role for about eight weeks prior to our inspection and was the NIC’s representative on the Ethnic Minorities Committee which covered all three of the Shotts establishments. Any prisoners from ethnic minority backgrounds were identified as such at the Reception process in the main prison, where appropriate records were maintained. On arrival in the NIC, the EMLO would identify himself to the prisoner to ascertain whether there were any problems or needs that required to be addressed. Appropriate arrangements were in place to ensure that the main prison kitchen was made aware of any dietary requirements and contacts would be made with religious representatives if requested. The NIC had a copy of the SHAP calendar and arrangements were made to ensure that prisoners could observe their religious festivals. Good relationships had been established with the West of Scotland Race Relations Council and the EMLO was able to call on the help of the other members of the Ethnic Minorities Committee about issues that could not be resolved from within the NIC. Since the NIC had opened, there had been no reported incidents of racial abuse against any prisoners from ethnic minority backgrounds.

Equal Opportunities

11.6 The EMLO also had the role of Equal Opportunities Officer (EOO) and again, was the NIC representative on the main prison Committee. At the time of our inspection, he had received no training in that role though that shortfall was being addressed through the Committee. The SPS’s policy on Equal Opportunities had so far been adopted for the NIC but the EOO was working on using that as a framework for the purpose of converting it into a more comprehensive local policy statement. A notice identifying the EOO as the first point of contact was posted on the staff notice board but there was no history of any equal opportunity issues ever having been raised.