Receptionist, Administrative​/Clerical

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 holder may support a number of teams/functions within the operational area and offer support and cover during periods of absence, with training provided.

• First point of contact for Probation Service: greet people on probation and visitors professionally both face to face and via telephone and email, logging their arrival and departure, notifying the appropriate staff, issuing visitor passes and security fobs.
• Use observation and situational awareness to diffuse potentially violent situations, recognising when additional support is required and, where necessary, alerting to safeguarding or risk concerns and taking remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all reception enquiries about basic information concerning the Probation Service and local Person on Probation support services, referring more technical enquiries to an appropriate manager.
• Manage all building logistics: including mail items, ordering PPE and office stationery, meeting‑room equipment, deliveries, room, hot‑desk and car‑parking bookings, supporting and servicing meeting rooms, preparing for events and event registration.
• Pay 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 keyholder, operate the physical security of the building, test fire alarms, test panic alarms, monitor CCTV, assist evacuation measures and, where necessary, act as Fire Warden/First Aider. In the line manager’s absence, support risk assessments where trained.
• Log building faults and incidents, maintain a maintenance and repairs log, and elevate issues through appropriate channels, making decisions within guidelines on urgency to maintain building security. In the absence of the Senior Admin Officer, escort contractors and visitors around the building.
• Provide confidential, high‑level administrative support to operational teams in case administration:
  • Process and update computer‑based and manual files and filing systems.
  • Use a range of computer software to provide comprehensive administrative support.
  • Produce a range of documentation and correspondence.
  • Access databases for information as required and input information.
  • Scan and archive sensitive data.

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

• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.
• Experience working in criminal justice field.
• Experience in high‑pressure/stressful working environments.
• Experience in customer relations.

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

• IT qualification equivalent, e.g. ECDL/CLAIT or equivalent work experience to the competency level of ECDL.

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. Hybrid working will not suit everyone’s circumstances.

Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

The successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice…