Overview of the job
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
- 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, 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 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 under‑age 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 the assisted prison visits scheme.
- Undertake other administrative tasks, including:
- Providing administrative assistance in the area of work.
- Maintaining an accurate filing system for the area of work.
- Responding to queries relating to the area of work, redirecting where required.
- Operating 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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