Part-Time Receptionist - Lymington (South-Central)

Overview

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 support a number of teams/functions within the operational area and provide cover during periods of absence, for which training will be provided. The job holder must promote diversity and anti discriminatory practice and adhere to all policies in respect of the sensitive/confidential nature of the information handled.

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

Responsibilities and Duties

• Serve as the first point of contact for the Probation Service and greet people on probation and visitors professionally face to face, via telephone and email, logging arrival and departure, issuing visitor passes and security fobs, and ensuring the appropriate staff member is notified.
• Use observation and situational awareness to diffuse potentially violent situations; recognise where additional support is required and alert to conversations that may indicate a safeguarding/risk issue, taking appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all enquiries related to basic information about the Probation Service and local Person on Probation support services, referring more technical enquiries to an appropriate manager.
• Manage building logistics, including mail items, ordering PPE and office stationery, meeting room equipment, delivery of items, room hot desk and car parking bookings, and support and service meeting rooms including event preparation and registration.
• Process bus fares/travel warrants for people on probation and handle day to day petty cash, including collection and transport of petty cash and travel warrants between Probation properties.
• Maintain 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, act as Fire Warden/First Aider, and support risk assessments when trained.
• Log building faults and incidents, keep a maintenance/repair log, and, within guidelines, decide on the urgency of faults; escort contractors and visitors around the building in the absence of the Senior Admin Officer.
• Assume high level administrative support for operational teams where required, including:

• Process and update computer based and manual files and filing systems.
• Use a range of computer software to provide comprehensive administration support.
• Produce a range of documentation and correspondence.
• Access and input data into databases as needed.
• Scan and archive data, some of which is sensitive and highly confidential.

Behaviours

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

Key Skills and Abilities

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

Experience

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

Qualifications

• Essential: GCSE A C Grade (or equivalent) including Maths and English (and Welsh where applicable) or a proven track record in a commensurate role.
• Desirable: IT qualification equivalent, e.g. ECDL/CLAIT or equivalent work experience to the competency level of ECDL.

Hours and Working Arrangements

Working hours are 37 hours per week, excluding unpaid breaks. 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 with the HMPPS Flexible Working policy. Additional payments are made for working unsocial hours. The MoJ offers hybrid working arrangements where business need allows.

Benefits

• Annual leave is 25 days on appointment, increasing to 30 days after five years of service, plus public holidays. Leave for part time and job share posts will be calculated on a pro rata basis.
• Standard full time working hours are 37 hours per week.

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.

Training and Development

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Employee Networks

The opportunity to join employee run networks is available, including networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.

Support and Parental Leave

• Family Friendly policies such as reduced hours or job share.
• Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
• Eligibility considerations for childcare vouchers and alternative government childcare support schemes such as Tax Free Childcare.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

EEO Statement

All applicants will be assessed by merit on the basis of fair and open competition. The MoJ is a Disability Confident employer and is committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace.

Nationality & Eligibility

• UK nationals.
• Nationals of the Republic of Ireland.
• Nationals of Commonwealth countries who have the right to work in the UK.
• Nationals of EU, Switzerland, Norway, Iceland or Liechtenstein and family members with settled or pre settled status.
• Nationals of EU, Switzerland, Norway, Iceland or Liechtenstein and family members who have made a valid application for settled or pre settled status.
• Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020.
• Turkish nationals and certain family members of Turkish nationals who have accrued the right to work in the Civil Service.

Security Checks

All candidates are subject to security and identity checks prior to taking up post. Level of security checks required: DBS Standard.