9847 - Support Services Administrator - Visits Booking - HMP Norwich

Ministry of Justice; Norwich; On-site; GBP 20,000 - 25,000; Full time

Job summary

A government agency based in Norwich is seeking an individual for an administrative role to process visits applications and bookings. The job involves managing visitor inquiries, maintaining security information, and providing administrative support. Candidates should possess strong communication skills in English and have experience in administrative tasks. This is a full-time role with a 37-hour working week.

Qualifications

• Ability to process visits applications efficiently.
• Strong communication skills in English.
• Experience in administrative tasks.

Responsibilities

• Serve as the first point of contact for visitors.
• Manage booking and scheduling of visits.
• Maintain public protection and security information.
• Provide administrative support.

Job description

Overview

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

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
• Working Together
• Managing a Quality Service

Hours of Work

37 hour working week