Receptionist - Fareham, Hampshire (South Central)

Descriptions & requirements

Overview of the job

This is an administrative role based within the Probation Service (PS) Directorate in HMPPS. The job holder reports to the designated Line Manager and supports the provision of business specific and transactional office-based activities. The job holder works collaboratively with other team members to provide reception duties and a range of administrative support services. The job holder may be expected to support a number of teams/functions within the operational area and offer support and cover during periods of absence, for which training will be provided. The job holder must promote diversity and anti discriminatory practice in the performance of the post in a way that embraces Equality and values Diversity. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position. Core Hours include regular unsocial hours (evenings and/or weekends) as determined by the business need.

Summary

To provide an effective and efficient first point of contact with all visitors, telephone callers and undertake administrative functions in accordance with service policy and procedures.

Responsibilities, Activities & Duties

• Serve as the first point of contact for the Probation Service, greet visitors and callers professionally, log arrivals and departures, notify staff, issue visitor passes and security fobs as necessary.
• Use situational awareness to diffuse potentially violent situations, recognise when additional support is required, and alert on conversations indicating safeguarding or risk issues, taking appropriate action such as emailing the Probation Practitioner and updating Delius.
• Answer all enquiries while on reception, providing basic information about the Probation Service and local Person on Probation support services, and referring technical enquiries to the appropriate manager.
• Handle building logistics including managing all mail items, ordering PPE and office stationery, meeting room equipment, taking delivery of items and ensuring they reach the correct destination, and managing hot desk, car parc and room bookings. Support and service meeting rooms and prepare for events and event registration as required.
• Process bus fares and travel warrants for people on probation, manage day to day petty cash and transport of travel warrants between Probation properties.
• Assist in maintaining Health and Safety and security aspects of the building - act as key holder, operate physical security, test fire and panic alarms, monitor CCTV, assist evacuation measures, and act as Fire Warden/First Aider and support risk assessments when trained.
• Log building faults and incidents, maintain a maintenance repair log, and escape issues through appropriate channels, making decisions on fault urgency within guidelines. Escort contractors and visitors when required.

Case Administration Support

• 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 data as required.
• Scan and archive data, some of which is sensitive and highly confidential.

The duties listed above are not exhaustive and the job holder must accept reasonable alterations and additional tasks of a similar level. Significant adjustments may require re examination under the Job Evaluation Scheme.

Behaviours

• Delivering at Pace
• Communicating and Influencing
• Changing and Improving
• Managing a Quality Service

Ability

• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.

Experience

• Experience in the criminal justice field.
• Experience in high pressure and stressful working environments.
• Experience in customer relations.

Technical Qualifications

• GCSE A -C Grade (or equivalent) including Maths and English (and Welsh where applicable) or a proven track record in a commensurate role.

Qualifications Desirable

• IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL.

Hours of Work (Unsocial Hours) Allowances

Additional payments are made for working unsocial hours.

Additional Information

The Fareham Probation office is open 08 00 three days a week and 08 00 two days a week - we are seeking reception staff on a full time (37 hours) or part time basis with some flexibility around working hours.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non contractual form of flexible working that blends working from your base location, different MoJ sites and/or from home. Some roles will not be suitable for Hybrid Working and arrangements will be discussed and agreed with the successful candidate and subject to regular review.

NS: This role can only be worked in the UK, not overseas. For nationally advertised roles, the successful candidate will be appointed to a MoJ office location which may include the nearest Justice Collaboration Centre or Justice Satellite Office and will be discussed and agreed after pre employment checks.

Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part time, flexible and job sharing working patterns as requested and in accordance with the HMPPS Flexible Working policy.

Benefits

• Annual leave of 25 days on appointment, increasing to 30 days after five years of service, plus public holidays. Leave for part time and job share posts is pro rated.
• Pension - The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund. Please visit for further information.
• Training - The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
• Networks - Employee run networks provide advice, support and enable voices of employees from minority groups to be expressed directly to senior management. Networks exist for employees of minority ethnic origin, those with disabilities, caring responsibilities, women, and LGBTQ+ employees.
• Support - A range of family friendly policies, flexible benefits such as voluntary benefits, retail vouchers and discounts. Paid paternity, adoption and maternity leave. Free annual sight tests for employees who use computer screens.

Recruitment & EEO Statements

All candidates are subject to security and identity checks prior to taking up the post. The level of security checks required is DBS Standard.

We recruit by merit on the basis of fair and open competition as outlined in the Civil Service Commission's recruitment principles. If you feel the recruitment process has breached these principles, you can raise a formal complaint in the following order: To the Civil Service Commission.

As a Disability Confident employer, MoJ is committed to providing adjustments throughout all elements of the recruitment process and in the workplace for disabled candidates who meet the minimum selection criteria.

All candidates must demonstrate that the role is fully accessible and adjustments are made where necessary.