Visits Booking Clerk in Swansea

Role Overview

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 can use their allocation of Visiting Orders. This is a non‑operational role with no line management responsibilities.

Responsibilities and Duties

• Be the first point of contact for families/friends of prisoners and official visitors including solicitors, Police, Probation etc. and inform 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 into the booking system, send out visiting orders, and ensure 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:
• Provide administrative assistance in the area of work.
• Maintain an accurate filing system for the area of work.
• Respond to queries relating to the 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 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.

Behaviours

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

Working Arrangements and Hours

This is a part‑time role – 18.5 hours per week (3 days one week, 2 days the next week). The MoJ offers hybrid working arrangements where business need allows. Work can be from your base location, different MoJ sites, and/or from home (role can only be worked in the UK).

Benefits and Working Conditions

• Annual leave – holiday year runs from 1 March, pro‑rated for part‑time.
• Bank, public and privilege holidays – 9 days (66 hours 36 minutes). Hours are added to the annual leave allowance.
• Pension – Civil Service offers a choice of two pension schemes.
• Work‑life balance – flexibility to work more flexibly wherever managers and establishments can accommodate requests.
• Season ticket advance – eligible after two months’ service.
• Childcare vouchers – may be affected by moves across the Civil Service.

Equal Opportunity

As a Disability Confident employer, the 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 in the workplace.