Receptionist, Administrative​/Clerical

Job Overview

This is an administrative role within the Probation Service (PS) Directorate in HMPPS. The position involves supporting business‑specific and transactional office activities, providing reception duties, and offering collaborative administrative support across multiple teams. It requires a strong commitment to diversity and anti‑discriminatory practice, adherence to confidentiality policies, and the ability to work unsocial hours including evenings and weekends.

• Act as the first point of contact for the Probation Service, greeting visitors in person, via telephone, and email, logging arrivals and departures, issuing visitor passes and security fobs, and notifying staff members as necessary.
• Use observation and situational awareness, along with tact and diplomacy, to defuse potentially violent situations and recognise when additional support is required; alert relevant parties to potential safeguarding or risk issues and take remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer basic enquiries at reception about the Probation Service and local Person on Probation support services, referring more technical questions to the appropriate manager.
• Manage building logistics, including mail items, ordering PPE and office stationery, meeting‑room equipment, delivery of items, desk and car‑parking bookings, and preparing meeting rooms for events and registrations.
• Process bus fares/travel warrants for people on probation and manage petty cash, including collection and transportation 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, and act as Fire Warden/First Aider when required; support risk assessments where trained.
• Log building faults and incidents, maintain a maintenance and repairs log, and attempt to resolve issues within guidelines; if necessary, escort contractors and visitors to their destination.
• Support case administration of People on Probation by providing confidential and high‑level administrative services, including:
  • Process and update paper and electronic files and filing systems;
  • Use computer software for comprehensive admin support;
  • Produce documentation and correspondence;
  • Access and input data into databases;
  • Scan and archive sensitive data.

Hybrid working arrangements may be offered where business needs allow, allowing a blend of base location, other MoJ sites, and occasional home working, subject to policy and review.

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

• 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 or stressful environments.
• Experience in customer relations.
• GCSE A‑C in Maths and English (or equivalent).

• IT qualification equivalent to ECDL/CLAIT or comparable experience.

• 25 days annual leave on appointment, increasing to 30 days after five years of service (pro‑rata for part‑time).
• Local Government Pension Scheme administered by the Greater Manchester Pension Fund.
• Opportunities for training and development.
• Access to employee‑run networks supporting minority ethnic groups, disabled staff, carers, women, and LGBTQ+ employees.
• Flexible work arrangements, family‑friendly policies and voluntary benefits.
• Childcare support schemes including Tax Free Childcare.
• Paid maternity, paternity and adoption leave.
• Free annual sight tests for employees who use computer screens.

The Civil Service is committed to attracting, retaining and investing in talent wherever it is found. All candidates are subject to security and identity checks prior to taking up post. As a Disability Confident employer, the MoJ offers reasonable adjustments throughout recruitment and work, and encourages all individuals to demonstrate their skills, talent and abilities.