At a Glance
- Tasks: Manage visit bookings and assist families of prisoners with inquiries.
- Company: Join a supportive team in a vital administrative role.
- Benefits: Flexible hours, competitive pay, and opportunities for personal growth.
- Other info: Be part of a diverse workplace that values inclusivity and support.
- Why this job: Make a difference by facilitating important connections for families and friends.
- Qualifications: Strong communication skills and a knack for organisation.
The predicted salary is between 24000 - 28000 € per year.
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, maximizing the number of visits booked per session so that all prisoners can 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 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, 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; inform 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 providing administrative 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 and 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
37 hour working week
Equal Opportunities Statement
As a Disability Confident employer, MoJ 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 the workplace. Candidates are encouraged to request reasonable adjustments. All applicants will be considered under the Civil Service's recruitment principles.
Support Services Administrator - Visits Booking in Leyland employer: Ministry of Justice
As a Support Services Administrator at MoJ, you will be part of a dedicated team that values professionalism and compassion in supporting families and friends of prisoners. Our inclusive work culture fosters personal growth and development, offering opportunities for training and advancement within the Civil Service. Located in a dynamic environment, we prioritise employee well-being and provide a supportive atmosphere where your contributions make a meaningful impact.
StudySmarter Expert Advice🤫
We think this is how you could land Support Services Administrator - Visits Booking in Leyland
✨Tip Number 1
Make sure you know the ins and outs of the role before your interview. Familiarise yourself with the responsibilities, especially around booking visits and handling queries. This will help us see that you're genuinely interested and ready to hit the ground running.
✨Tip Number 2
Practice your communication skills! Since you'll be the first point of contact for visitors, being able to convey information clearly is key. Try role-playing with a friend or family member to get comfortable with the types of questions you might face.
✨Tip Number 3
Show us your organisational skills! Bring examples of how you've managed multiple tasks or prioritised workloads in the past. We want to know you can keep everything running smoothly, especially when it comes to booking visits and maintaining records.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows us you're proactive and keen to join our team.
We think you need these skills to ace Support Services Administrator - Visits Booking in Leyland
Some tips for your application 🫡
Show Your Enthusiasm:When writing your application, let your passion for the role shine through! We want to see that you're excited about the opportunity to support families and friends of prisoners. A bit of personality can go a long way in making your application stand out.
Tailor Your Application:Make sure to customise your application to highlight how your skills and experiences align with the job description. We’re looking for someone who can handle administrative tasks efficiently, so mention any relevant experience you have in similar roles.
Be Clear and Concise:Keep your writing clear and to the point. We appreciate straightforward communication, especially since this role involves processing visits and bookings. Avoid jargon and make sure your application is easy to read.
Apply Through Our Website:Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at Ministry of Justice
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of a Support Services Administrator. Familiarise yourself with the booking procedures and the importance of maintaining accurate records. This will help you answer questions confidently and show that you're genuinely interested in the role.
✨Practice Your Communication Skills
As the first point of contact for visitors, strong communication skills are essential. Practice answering common interview questions clearly and concisely. You might even want to role-play with a friend to simulate the interview environment and get comfortable discussing your experiences.
✨Showcase Your Organisational Skills
This job requires excellent organisational abilities. Be prepared to discuss how you've managed multiple tasks in previous roles. Bring examples of how you’ve kept track of important information or handled scheduling conflicts, as this will demonstrate your capability to manage the demands of the position.
✨Prepare Questions for Them
Interviews are a two-way street! Prepare thoughtful questions about the team dynamics, the challenges faced in the role, or how success is measured. This not only shows your interest but also helps you determine if the job is the right fit for you.
