Support Services Administrator

Job Description

This job will require the job 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.

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 maximising 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 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 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: provide administrational 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 ensuring all messages are communicated to the appropriate parties.

Additional Information

[Employer hidden — sign up to reveal] 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 [Employer hidden — sign up to reveal] sites and / or from home. Standard full time working hours are 37 hours per week. [Employer hidden — sign up to reveal] welcomes part-time, flexible and job-sharing working patterns.

For more information, contact [Employer hidden — sign up to reveal] or [Employer hidden — sign up to reveal]. Or call [contact hidden] (Monday to Friday 8am - 6pm) or email [Employer hidden — sign up to reveal]. Please quote the job reference 16977.

Working for the Civil Service: The Civil Service Code sets out the standards of behaviour expected of civil servants. [Employer hidden — sign up to reveal] is a Disability Confident employer.