HMP Swansea Visits Booking Clerk

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 are able to use their allocation of Visiting Orders. This is a non‑operational job with no line management responsibilities.

• 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 visit 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.
• 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 caller’s needs and ensuring all messages are communicated to the appropriate parties.

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

– Ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

DBS Standard

• UK nationals
• Nationals of the Republic of Ireland
• Nationals of Commonwealth countries who have the right to work in the UK
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre‑settled status under the European Union Settlement Scheme (EUSS)
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre‑settled status under the EUSS
• Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service