Receptionist - Bolton

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 post may support a number of teams/functions within the operational area and offers support and cover during periods of absence. Training will be provided.

The job holder must promote diversity and anti discriminatory practice in the performance of the post and adhere to all policies concerning the sensitive/confidential nature of the information handled.

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

Summary: 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

• First point of contact for Probation Service: greet people on probation and visitors professionally both face to face and via telephone/email, log arrivals/departures, notify appropriate staff, issue visitor passes and security fobs as needed.
• Use observational and situational awareness to diffuse potentially violent situations, recognize when additional support is required, and take appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer 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 all building logistics: mail items, order PPE and office stationery, meeting room equipment, deliveries, room, hot desk and car parking bookings; support and service meeting rooms, including preparation for events and event registration.
• Pay bus fares/travel warrants to 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 and, where necessary, act as Fire Warden/First Aider. In the absence of a line manager may support risk assessment.
• Log building faults and incidents, keep maintenance and repair logs, escalating issues appropriately and deciding urgency within guidelines; escort contractors and visitors around the building when required.
• Support case administration of Person on Probation by providing confidential and high level administrative services: process computer based and manual filing systems, use computer software, produce documentation and correspondence, access databases as needed, scan and archive data (including sensitive and highly confidential).

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 in the criminal justice field.
• Experience working in high pressure/stressful environments.
• Experience in customer relations.
• Experience working on a large scale change project or programme in industry.
• Experience in information management.
• Background in assurance work.
• Continuous improvement experience; able to assess processes and activities to measure performance and recommend actions.

Technical Qualifications (Essential)

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

Qualifications (Desirable)

• IT qualification equivalent (e.g. ECDL/CLAIT) or equivalent work experience to the competency level of ECDL.
• Continuous Improvement - Practitioner (and/or Six Sigma equivalent).
• Introduction to UK General Data Protection Regulations 2018 accredited course.

Working Arrangements & Conditions

• Standard full time working hours are 37 hours per week excluding unpaid breaks.
• Core hours include unsocial hours as per business need.
• Hybrid working arrangements may be offered where business needs allow (within the UK only).
• Enhanced vetting check required upon appointment.

Benefits

• Annual leave 25 days on appointment, increasing to 30 days after five years.
• Leave pro rata for part time and job share posts.
• Local Government Pension Scheme (LGPS) via Greater Manchester Pension Fund.
• Training and development opportunities.
• Access to family friendly policies, flexible benefits, childcare support, paid parental leave, free annual sight tests.

Security Checks

DBS Standard.

Nationality

• UK nationals, Republic of Ireland nationals, Commonwealth nationals with right to work in UK.
• EU, Switzerland, Norway, Iceland or Liechtenstein nationals and eligible family members.
• Other specified groups (e.g., Turkish nationals).