22043 - Visits Co-ordinator - Admin in Derby

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.

Behaviours

• Developing Self and Others
• Communicating and Influencing
• Working Together
• Managing a Quality Service

Hours of Work

37 hour working week.

Additional Information

The MoJ 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 MoJ sites and/or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

Benefits

• Annual Leave - The holiday year runs from 1 March. If you work a non-standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment.
• 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 your annual leave allowance. There is a requirement to work some public and bank holidays 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.
• Work Life Balance - HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so.
• Season Ticket Advance - After two months’ service, you’ll 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.
• Childcare Vouchers - For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers.
• Training - HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes.

Eligibility

All candidates are subject to security and identity checks prior to taking up post. All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found.

A Great Place to Work for Veterans

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