Receptionist

This is an office based role, working Monday Friday, with a requirement to cover late night reporting and to cover office locations in other PDU areas as the need arises.

Overview

The role is an administrative position within the Probation Service Directorate at HMPPS. The post holder reports to the designated Line Manager and supports a range of office based activities, including reception duties and general administration for the team.

Responsibilities

• Act as the first point of contact for visitors, telephone callers and email enquiries, greeting people, logging arrivals and departures, issuing visitor passes and security fobs where necessary.
• Use observation and situational awareness to diffuse potentially violent situations, recognising when additional support is required and taking remedial action such as contacting the Probation Practitioner or updating Delius.
• Answer basic enquiries about the Probation Service and local support services, referring technical queries to the appropriate manager.
• Handle building logistics: manage mail, order PPE and stationery, coordinate meeting room equipment, manage hot desk and car parking bookings, prepare meeting rooms for events and register attendees.
• Process bus fares and travel warrants for people on probation and maintain petty cash, including collection and transport of cash between properties.
• Maintain Health and Safety and security aspects of the building: operate key holding, physical security, test fire and panic alarms, monitor CCTV, assist evacuation, act as Fire Warden/First Aider, and support risk assessments where trained.
• Log building faults and incidents, maintain a maintenance log, and escalated issues through the appropriate channels.
• Provide confidential, high level administrative support to operational teams: process and update computer based and manual files, use a range of computer software, produce documentation and correspondence, access databases, and scan and archive sensitive data.

Qualifications Essential

• GCSE A -C (or equivalent) including Maths and English; Welsh where applicable.
• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.

Desirable

• Experience in the criminal justice field.
• Experience working in high pressure or stressful environments.
• Experience in customer relations.
• IT qualification equivalent to ECDL/CLAIT or comparable experience.

Behaviours

• Delivering at pace
• Communicating and influencing
• Changing and improving
• Managing a quality service

Eligibility

• UK nationals, nationals of the Republic of Ireland, Commonwealth countries with the right to work in the UK.
• EU, Switzerland, Norway, Iceland or Liechtenstein nationals and family members with settled or pre settled status under the European Union Settlement Scheme.
• Individuals with limited leave to remain or indefinite leave to remain who were 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.

Working Hours

Standard full time working hours are 37 hours per week excluding breaks. Unsocial hours, including evenings and weekends, may be required and will be compensated with additional payments.

Benefits

• Annual leave: 25 days on appointment, increasing to 30 days after five years of service; pro rated for part time posts.
• National Probation Service pension: covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund.
• Paid maternity, paternity, adoption leave and free annual sight tests for computer screen users.
• Access to flexible benefits such as voluntary benefits, retail vouchers and discounts.
• Family friendly policies including reduced hours or job share.

Additional Information

All candidates are subject to security and identity checks prior to taking up the post. All recruitment is by merit and will meet the Civil Service Commission's principles of fair and open competition.