Receptionist

This is an administrative role based within the Probation Service (PS) Directorate inHMPPS. The job holder reports to the designated Line Manager and supports theprovision of business specific and transactional office-based activities.

The job holder works collaboratively with other team members to provide receptionduties and a range of administrative support services.

The job holder may be expected to support a number of teams/functions within theoperational area and is to offer support and cover during periods of absence, forwhich training will be provided.

The job holder must promote diversity and anti-discriminatory practice in theperformance 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/confidentialnature of the information handled whilst working in this position.

NB: Core Hours include regular unsocial hours (evenings and/or weekends) asdetermined by the business need.

Summary

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

Responsibilities,Activities & Duties

The job holder will be required to carry out the following responsibilities, activitiesand duties:

• To be first point of contact for Probation Service and greet people on probationand visitors professionally both face to face and via telephone and email, loggingtheir arrival and departure, ensuring the appropriate member of staff is notifiedand issue visitor passes and security fobs as necessary.
• Through observation and situational awareness to use tact and diplomacy todiffuse potentially violent situations and recognising where additional support isrequired, be that internal management or external security/policing presence,and to be alert to conversations that might indicate a safeguarding/risk issue andtake appropriate remedial action such as emailing the Probation Practitioner andupdating Delius.
• Answer all enquiries, while on Reception, relating to basic information about theProbation Service and local Person on Probation support services such as theprovision of food banks, referring more technical enquiries to an appropriatemanager.
• To deal with all logistics for a building including managing all mail items, orderingPPE and office stationery, meeting room equipment, taking delivery of items andensuring they get to the right destination and managing room, hot desk and carparking bookings, support and service meeting rooms including preparing forevents and event registration as required.
• To pay bus fares/travel warrants to people on probation and handle day to daypetty cash including collection and transport of petty cash and travel warrantsbetween Probation properties.
• To assist in maintaining Health and Safety and security aspects of the building,including acting as key holder, operating the physical security of the building, thetesting of fire alarms, testing panic alarms, monitoring CCTV and assistingevacuation measures and where necessary to act as Fire Warden/First Aider andin the absence of a line manager to support risk assessments where trained.
• To log building faults and incidents and keep a log of maintenance and repairsescalating issues through the appropriate channels and making decisions (withinguidelines) on the urgency of the faults in order to maintain the security of thebuilding. In the absence of the Senior Admin Officer escorting contractors andvisitors around the building.
• Where necessity arises to support the case administration of Person onProbation by providing a confidential and high-level administrative supportservice to operational teams, to include:

• o Process and update computer based and manual files and filing systems
• o Use a range of computer software in providing comprehensiveadministration support
• o Produce a range of documentation and correspondence
• o To access databases for information as necessary and input informationas required
• o Scanning and archiving data, some of which is sensitive and highlyconfidential

The duties/responsibilities listed above describe the post as it is at present and is notintended to be exhaustive. The job holder is expected to accept reasonablealterations and additional tasks of a similar level that may be necessary. Significantadjustments may require re-examination under the Job Evaluation Scheme and shallbe discussed in the first instance with the job holder.

Behaviours

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

Ability

• Must have proven proficiency in ICT skills across the full range of Microsoft Officeapplications
• Must have excellent verbal and written communication skillsExperience Desirable
• Has worked in criminal justice field
• Has experience of working in high pressure/stressful working environments
• Has experience in customer relationsTechnical Qualifications
• GCSE A -C Grade (or equivalent) including Maths and English (and Welsh whereapplicable) or proven track record in commensurate roleQualifications Desirable
• IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to thecompetency level of ECDL

Hours of Work(Unsocial Hours)Allowances

Additional payments are made for working unsocial hours.

Additional Information

HMPPS in Wales:

Preventing victims by changing lives

HMPPS in Wales works in an integrated way to keep communities in Wales safer and to give the people we work with the opportunity to change their lives. We commission and provide offender management services in the community and in custody to deliver the orders of the courts and support rehabilitation. Our aim is to deliver outstanding, seamless offender management services in Wales that protect the public, reduce reoffending, deliver value for money and support our partners.

The Welsh Language Scheme

Welsh Language skills for this post are desirable.

Y Cynllun Iaith Gymraeg

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 (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working.Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to aMoJoffice location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

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, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance withthe HMPPS' Flexible Working policy.

The MoJ offers a range of benefits:

Annual leave is 25 days on appointment and will increase to 30 days after five years' service, plus public holidays.Leave for part-time and job share posts will be calculated on a pro-rata basis

Pension

The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).Please visit for further information.

Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS