Visits Booking Clerk

Role overview

This is an administrative post based within HM Prison Swansea. The role focuses on handling prison visits applications and bookings efficiently and professionally, with the aim of maximising the number of visits secured in each session so prisoners can make full use of their Visiting Orders. It is a non-operational position and does not include line management duties.

Key duties

• Act as the first point of contact for prisoners’ families, friends and official visitors such as solicitors, police and probation staff, while explaining the establishment’s visiting arrangements.
• Answer calls and emails from visitors arranging dates and times, enter bookings into the system, issue visiting orders and verify their validity at the time of booking.
• Prepare and circulate visit lists ahead of sessions, along with safeguarding lists for the visits area, switchboard and visits centre.
• Keep public protection and security details current and accurate within the booking system.
• Check for alerts relating to prisoners and visitors to help protect everyone involved, including flags for underage visitors, and raise concerns with security when needed.
• Carry out initial arrangements for disabled visitors and special-case visits, including bereavement-related visits.
• Share information with external agencies when requested, including support for the assisted prison visits scheme.
• Provide general administrative support for the work area.
• Maintain orderly and accurate filing systems.
• Handle queries relating to the team’s work and pass them on to the right person where necessary.
• Operate the switchboard by identifying caller needs and making sure messages reach the correct people.

Additional notes

The duties listed are intended to describe the role as it stands and are not exhaustive. The post holder may be asked to take on reasonable changes or additional tasks of a similar level. Any major change may need to be reviewed under the Job Evaluation Scheme and discussed with the post holder.

Communication requirement

The role requires the ability to carry out all spoken aspects confidently in English, or Welsh where specified in Wales.

Selection process

Selection is carried out using Success Profiles and will assess behaviours and strengths. Feedback is only provided if you attend an interview or assessment.

Security and checks

Successful applicants must undergo a criminal record check. Those working with government assets must also complete baseline personnel security standard checks.

Nationality and eligibility

This role is broadly open to UK nationals, Irish nationals, Commonwealth nationals with the right to work in the UK, eligible nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and their relevant family members under the EUSS, certain individuals with limited or indefinite leave to remain who were eligible for EUSS on or before 31 December 2020, and Turkish nationals and certain family members who have gained the right to work in the Civil Service.

Civil Service information

Appointments are made under the Civil Service Commission Recruitment Principles. The Civil Service Code sets the standards expected of civil servants. Recruitment is based on merit and open competition, and the Civil Service supports inclusion, diversity and equal opportunities, including the Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also promotes talent development, flexible working, a supportive environment, annual leave, public holidays, a season ticket advance option and access to the Civil Service pension scheme with an employer contribution of 28.97%.

Artificial intelligence guidance

Artificial intelligence may be used as a support tool, but all examples and statements in an application must be truthful, accurate and drawn directly from the applicant’s own experience. Applications may be withdrawn, and internal candidates may face disciplinary action, if plagiarism or misrepresentation is identified.

Contact details

Recruitment enquiries: SSCL Recruitment Enquiries Team. Email: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk. Telephone: 0345 241 5358.

Further information

If you believe the Recruitment Principles have been breached, contact SSCL first. If the vacancy was advertised externally and the response is unsatisfactory, a complaint may be made to the Civil Service Commission. The advert will no longer be available once closed, so a copy may be worth saving for your records.