Job Description (JD)
Band 4
Group Profile - Business Administrator Specialist (BAS)
Job Description - BAS : Family Development Visits
Document Ref.
OR-JES-565-JD-B4 : BAS : Family Development Visits v7.0
Document Type
Management
Version
7.0
Classification
Official
Date of Issue
01/07/21
Status
Baselined
Produced by
Job Evaluation Assurance & Support Team
Authorised by
Reward Team
JD Evidence
OR-JES-565-JD-B4 : BAS : Family Development Visits v7.0
Job Description
Job Title
BAS : Family Development Visits
Group Profile
Business Administration Specialist
Organisation Level
Delivery
Band
4
Overview of the job
This is a specialist administrative job in an establishment.
Summary
The job holder will be responsible for coordinating visits maintaining the essential
link between the establishment, prisoners and their families, ensuring the visit is
enjoyable for the prisoner and their family and the visits area is maintained including
a variety of refreshments for families available during the visit.
This is a non-operational job with no line management responsibilities. This role is
rotational.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
• Manage the visitors’ centres ensuring visitors are made aware of all services
available to them with clear guidance / protocols in line with HMPPS policies.
Collate and prepare the orders for hot food on visits days
• Lead in the resettlement pathway “Families and Children, " delivering marriage
courses, family support groups and assist with opening channels of
communication between a prisoner and their child/children where appropriate
• Liaise and work with other departments to discuss events held within the visits
centre including children’s days, family days, visits with a difference, visitors
days, social events
• Promote and deliver good working practice, embracing the “Seven Pathways"
which will contribute towards strengthening family ties and the resettlement of
prisoners
• Recruit volunteers and paid sessional staff ensuring they undertake
appropriate courses to assist them in their job
• Facilitate weekly inductions for all new prisoners informing them, about legal
and domestic visit procedures
• Provide play and craft activities and provide themed visits in the establishment
based around the seven pathways, offering information to families.
• Ensure the visits garden area and children’s play area is properly maintained
risk assessed and suitable for garden visits
• Contribute to risk assessments for legal and domestic visits in the establishments
• Manage the selection criteria for prisoners to work in the visits hall. To produce
the compact for them to work to and ensure they have the relevant training,
e.g. Food and Hygiene
• Ensure stock is checked and ordered as required
• Log attendance and approve prisoner hours worked and wages in the visits hall
• Assist in the arrangements for weddings, and source cake, flowers and anything
else appropriate as agreed with the couple
• Maintain and update information on notice board within visits
• Utilise resources in the most efficient and effective manner within prescribed
guidelines Waste Minimisation Policy
OR-JES-565-JD-B4 : BAS : Family Development Visits v7.0
• Represent department at regional, and national meetings to ensure the
maintenance of good practice, the sharing of information, helping to deliver
positive family networking, and issues affecting the families of prisoners
• Challenge any unacceptable behaviour and use correct reporting procedures
Assist in co-ordinating therapy visits for prisoners
Undertake other administrative tasks including:
• Organise, produce and maintain accurate records for the area of work
• Act as contact point for all communications to the Team, prioritise and distribute
to the appropriate person or relevant department in the establishment
• Complete monitoring returns for the area of work
• Input requisitions on the finance database for purchases in the area of work
• Co-ordinate any awareness sessions for the area of work
• Prepare paperwork for checking by their manager, conducting initial checks as
required
• Correspond with relevant stakeholders and agencies to ensure that they are
aware of information and that it is adequately shared
• Maintain and check establishment databases, manual filing systems and logs of
information with responses within timescales, producing reports as required
• Collate information on relevant Service Delivery Indicators (SDI’s)
• Arrange any meetings including the preparation of paperwork, minutes and
action points
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
• Changing and Improving
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Making Effective Decisions
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Essential Experience
Technical
Job holders must complete specific training in their administrative specialism once
Requirements
they take up post.
When transferring to a Young Persons establishment the job holder will be required
to successfully undertake an assessment to demonstrate suitability to work with
Young People.
Ability
• Able to deal effectively and assertively with staff at all levels
• Able user of MS Word and MS Excel
• Information collation and analysis
OR-JES-565-JD-B4 : BAS : Family Development Visits v7.0
Minimum Eligibility
• All candidates are subject to security and identity checks prior to taking up post.
• All external candidates are subject to 6 months’ probation. Internal candidates are
subject to probation if they have not already served a probationary period within
HMPPS.
• All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
(Unsocial Hours)
Allowances
OR-JES-565-JD-B4 : BAS : Family Development Visits v7.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Changing and Improving
Able to deal effectively
Job holders must complete specific
and assertively with staff
training in their administrative
at all levels
specialism once they take up post.
Communicating and Influencing
Able user of MS Word
When transferring to a Young Persons
and MS Excel
establishment the job holder will be
required to successfully undertake an
assessment to demonstrate suitability to
work with Young People.
Working Together
Information collation
and analysis
Managing a Quality Service
Making Effective Decisions
Choose an item.
OR-JES-565-JD-B4 : BAS : Family Development Visits v7.0