Support Services Administrator - Visits Booking

Overview of the job

This is an administrative job in an establishment.

Summary

The job holder will process all visits applications and bookings in a timely and professional manner, maximizing the number of visits booked per session so that all prisoners can use their allocation of Visiting Orders.

This is a non-operational job with no line management responsibilities.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

• Be the first point of contact for families/friends of prisoners and official visitors including solicitors, Police, Probation, etc, and be responsible for informing them of all visiting procedures for the establishment
• Receive telephone calls and e-mails from visitors booking a time/date to visit, allowing the visit to be entered onto the booking system, sending out visiting orders and ensuring these are valid at the time of booking
• Produce and distribute visits lists in advance of all sessions and Safeguarding lists for visits, switchboard and visits centre
• Ensure that public protection and security information is kept up to date and relevant on the booking system
• Monitor for any alerts identified for prisoners and their visitors to ensure safety of all concerned and raise issues around underage visitors; inform security of any issues
• Undertake initial work to arrange visits for disabled visitors and special circumstance visits e.g. bereavement
• Provide information to outside agencies when requested, such as assisted prison visits scheme

Undertake other administrative tasks including

• Provide administrative assistance in area of work
• Maintain accurate filing system for area of work
• Respond to queries relating to area of work, redirecting where required
• Operate the switchboard appropriately by identifying the callers' needs and ensuring all messages are communicated to the appropriate parties

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Behaviours

• Developing Self and Others
• Communicating and Influencing
• Managing a Quality Service

Hours of Work (Unsocial Hours) Allowances

37 hour working week

Equal Opportunities Statement

As a Disability Confident employer, MoJ is committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities by making adjustments throughout all elements of the recruitment process and the workplace. Candidates are encouraged to request reasonable adjustments. All applicants will be considered under the Civil Service's recruitment principles.