Receptionist Probation Office

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 role involves reception duties and a range of administrative support services across multiple teams, with additional coverage during periods of absence.

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.

• First point of contact for Probation Service: greet visitors professionally, log arrivals and departures, issue visitor passes and security fobs, ensure staff are notified.
• Use observation, situational awareness, tact and diplomacy to diffuse potentially violent situations and recognise when additional support is required, including internal management or external security/policing presence.
• Address enquiries at reception, provide basic information about the Probation Service and local Person on Probation support services, refer technical enquiries to appropriate managers.
• Manage building logistics: mail items, order PPE and office stationery, arrange meeting room equipment, deliver items, manage hot‑desk and car‑parking bookings, support event preparation and registration.
• Handle bus fare/travel warrants for people on probation; manage petty cash collection and transport of travel warrants between Probation properties.
• Support health and safety and security aspects of the building: key holder, fire alarm testing, panic alarm testing, CCTV monitoring, assist evacuation measures, act as Fire Warden/First Aider, support risk assessments when trained.
• Log building faults and incidents, maintain maintenance and repairs records, make urgent decisions within guidelines, escort contractors and visitors during the Senior Admin Officer’s absence.
• Provide confidential, high‑level administrative support to operational teams, including:
• Process and update computer‑based and manual files and filing systems.
• Use a range of computer software to provide comprehensive administration support.
• Produce documentation and correspondence.
• Access databases to retrieve and input information as required.
• Scan and archive sensitive data.

The duties and responsibilities listed above describe the post as it is at present and are not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re‑examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

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

• Worked in the criminal justice field.
• Experience in high‑pressure/stressful working environments.
• Experience in customer relations.

• Annual leave: 25 days on appointment, increasing to 30 days after five years’ service; pro‑rated for part‑time or job‑share posts.
• National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund.
• Extensive training and development opportunities offered by the Ministry of Justice.
• Employee‑run networks for minority ethnic origin, disabilities, caring responsibilities, women, and LGBT+ employees.
• Family‑friendly policies: reduced hours, job share, paid paternity, adoption and maternity leave.
• Access to flexible benefits such as voluntary benefits, retail vouchers and discounts.
• Free annual sight tests for employees who use computer screens.

The Ministry of Justice offers hybrid working arrangements where business needs allow. The role can only be worked in the UK.

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

All applications for part‑time, flexible and job‑sharing workers will be considered in accordance with the HMPPS Flexible Working policy.