Support Services Administration (SSA)

at  HM Prison Probation Service

JOB SUMMARY

Please refer to Job Description

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.

PERSON SPECIFICATION

Please refer to Job Description

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• 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) (opens in a new window)
• 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 European Union Settlement Scheme (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

Further information on nationality requirements (opens in a new window)

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 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.