Overview
Group Profile Support Services Administration
Band 2
This is an administrative job in an establishment.
Summary
The job holder will process all visit applications and bookings in a timely and professional manner, maximizing the number of visits booked per session so that all prisoners are able to 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 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 visit 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, informing 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:
o Provide administrative assistance in area of work
o Maintain accurate filing system for area of work
o Respond to queries relating to area of work, redirecting where required
o Operate the switchboard appropriately by identifying the callers' needs, 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
Standard full‑time working hours are 37 hours per week excluding breaks which are unpaid. The organisation welcomes part‑time, flexible and job‑sharing working patterns where they meet the demands of the role and business needs. All applications for part‑time, flexible and job‑sharing working patterns will be considered in accordance with the Flexible Working policy.
Working Arrangements & Further Information
The organisation offers Hybrid Working arrangements where business need allows. This is an informal, non‑contractual form of flexible working that blends working from your base location, different site locations and/or from home. Hybrid Working may not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate and subject to regular review.
For nationally advertised roles, the successful candidate will be appointed to an office location, which may include their nearest collaboration centre or satellite office. This will be discussed and agreed after completion of pre‑employment checks.
Benefits
Bank, Public and Privilege Holidays: You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to the annual leave allowance. A requirement to work some public and bank holidays is subject to your shift pattern and the operational needs of the establishment.
Pension: The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.
Season Ticket Advance: After two months’ service, you will be eligible to apply for a season ticket advance to purchase a quarterly or longer‑period season ticket for travel between home and your place of work.
Training and Development: The organisation is committed to staff development and offers a range of training and development opportunities, including Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti‑Bullying Programmes.
Equity, Diversity, and Inclusion
The organisation is a Disability Confident employer and 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 in the workplace.
Nationalities Eligible
The organisation is open to the following nationalities: UK nationals, nationals of the Republic of Ireland, nationals of Commonwealth countries with right to work in the UK, nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre‑settled status, individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for settled status on or before 31 December 2020, and Turkish nationals and certain family members of Turkish nationals who have accrued the right to work in the Civil Service.
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