Receptionist South

Overview

Administrative role within Probation Service (PS) Directorate in HMPPS. Reports to design line manager and supports business-specific and transactional office-based activities. Collaborates with team members to provide reception duties and a range of administrative support services. Offers support and cover during periods of absence. Promotes diversity and anti-discriminatory practice. Adheres to all policies regarding sensitive/confidential information. Core hours include regular unsocial hours.

• First point of contact for Probation Service – greet visitors, log arrivals and departures, issue visitor passes and security fobs.
• Use observation and situational awareness – diffuse potentially violent situations, recognise safeguarding/risk issues, email Probation Practitioner and update Delius.
• Answer all enquiries related to basic information about Probation Service and local Person on Probation support services.
• Deal with all building logistics – manage mail items, order PPE and stationery, manage meeting room equipment, delivery of items, hot desk and car parking bookings, support meeting rooms and prepare for events and event registration.
• Pay bus fares/travel warrants to people on probation and handle petty cash and transport warrants between Probation properties.
• Assist in maintaining Health and Safety and security aspects – act as key holder, operate building security, test alarms, monitor CCTV, act as Fire Warden/First Aider, support risk assessments where trained.
• Log building faults and incidents, keep a log of maintenance and repairs, escalated issues through appropriate channels.
• In absence of Senior Admin Officer escort contractors and visitors around the building.
• Support the case administration of Person on Probation by providing confidential and high-level administrative support service to operational teams:
  • Process and update computer based and manual files and filing systems.
  • Use a range of computer software in providing comprehensive administration support.
  • Produce a range of documentation and correspondence.
  • Access databases for information and input information as required.
  • Scan and archive data, some of which is sensitive and highly confidential.

• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.
• Experience working in criminal justice field.
• Experience working in high pressure/stressful working environments.
• Experience in customer relations.
• GCSE A (or equivalent) including Maths and English.
• IT qualification equivalent (ECDL/CLAIT or equivalent work experience to competency level of ECDL).

• Access to learning and development.
• Flexible working options to support work-life balance.
• Inclusive working culture encouraging diversity and inclusion.
• Civil Service pension – employer contribution 28.97%.
• Annual leave and public holidays.
• Season Ticket Advance.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.