Receptionist, Administrative​/Clerical

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 job holder may be expected to support a number of teams/functions within the operational area and is to offer support and cover during periods of absence, for which training will be provided.

The job holder must promote diversity and anti‑discriminatory practice in the performance of the post in a way that embraces Equality and values Diversity. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position. NB:
Core Hours include regular unsocial hours (evenings and/or weekends) as determined by the business need. To 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 the Probation Service; greet visitors and callers professionally, log arrivals and departures, issue visitor passes and security fobs as necessary.
• Use observation and situational awareness to diffuse potentially violent situations, recognise where additional support is required, and take appropriate remedial action such as notifying the Probation Practitioner and updating Delius.
• Answer enquiries relating to basic information about the Probation Service and local Person on Probation support services; refer more technical enquiries to an appropriate manager.
• Handle all logistics for the building including mail, PPE and office stationery, meeting room equipment, room and parking bookings, support and service meeting rooms, and event registration.
• Process bus fares/travel warrants and manage day‑to‑day petty cash.
• Maintain health, safety and security aspects of the building: act as key holder, operate physical security, test fire and panic alarms, monitor CCTV, assist in evacuation, and act as Fire Warden/First Aider when trained.
• Log building faults and incidents, maintain a log of maintenance and repairs, and make decisions on the urgency of faults within guidelines; escort contractors and visitors when required.
• Support case administration of Persons on Probation by processing and updating files, using computer software, producing documentation and correspondence, accessing databases, scanning and archiving sensitive data.

• GCSE A‑C (or equivalent) including Maths, English (and Welsh where applicable) or proven equivalent experience.
• Proven proficiency in ICT skills and Microsoft Office.
• Excellent verbal and written communication skills.
• Experience in the criminal justice field and in high‑pressure/stressful environments is desirable.
• Experience in customer relations and relevantly classified roles.
• Relevant IT qualification such as ECDL/CLAIT is desirable.

• Annual leave: 25 days on appointment, increasing to 30 days after five years, plus public holidays.
• Pension:
  Covered by the Local Government Pension Scheme.
• Training and development opportunities.
• Employee‑run networks for diversity and inclusion.
• Family‑friendly policies including reduced hours or job share.
• Voluntary benefits, retail vouchers and discounts.
• Accommodation for childcare vouchers and alternative government childcare support.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

This role follows the Equality Act 2010 and embraces diversity and anti‑discriminatory practice. The Ministry of Justice is a Disability Confident employer and a comprehensive Equality and Diversity Statement is in place.