Receptionist - Swindon - Full Time - Permanent

Overview of the job

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

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.

Additional Information

Please make sure that you are using theSTARmethod when answering the interviewquestions.

Should a large number of applications be received, an initial sift may be undertaken using the lead behaviour (Managing a Quality Service). Candidates who pass the initial sift will progress to full sift, or progress straight to interview.

A work history detailing your career history. Work history will be assessed against the essential and desirable criteria outlined in the job description

The STAR method is a structured approach to answering interview questions by outlining the Situation,Task,Action,andResult ofyourexperiences.

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 and auto enrolled into the Local Government Pension Scheme.

Training

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

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.

All candidates are subject to security and identity checks prior to taking up post

Support

• A range of 'Family Friendly' policies such as opportunities to work reduced hours or job share.
• Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
• For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on or Childcare Choices .You can determine your eligibility at .
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

• To the Civil Service Commission (details available here )

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities . click apply for full job details