Overview of the job
This role requires the holder to make phone calls and answer emails with members of the public to book visits. The job holder will also be working as part of a team to maintain the records library in line with local policies. There are no line management responsibilities.
Summary
The job holder will process all visits applications and bookings in a timely and professional manner, maximising the number of visits booked per session so that all prisoners are able to use their allocation of Visiting Orders.
This is an administrative job in an establishment and is non‑operational with no line management responsibilities.
Responsibilities, Activities and Duties
* Be the first point of contact for families/friends of prisoners and official visitors including solicitors, Police, Probation etc., and inform them of all visiting procedures for the establishment.
* Receive telephone calls and e‑mails from visitors booking a time/date to visit, enter the visit onto the booking system, send out visiting orders and ensure these are valid at the time of booking.
* Produce and distribute visit lists in advance of all sessions and safeguard 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 the safety of all concerned, raise issues around underage visitors and 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 the assisted prison visits scheme.
* Undertake other administrative tasks including:
* Provide administrative assistance in the area of work.
* Maintain an accurate filing system for the area of work.
* Respond to queries relating to the area of work, redirecting where required.
* Operate the switchboard appropriately by identifying the caller’s needs and ensuring all messages are communicated to the appropriate parties.
The duties and responsibilities listed above describe the post as it is at present and are 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.
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