12331 - Receptionist - Yeovil - Full Time - Permanent

Ministry of Justice; Huddersfield; On-site; GBP 20,000 - 25,000; Full time

Job summary

A government agency seeks an administrative professional to serve as the first point of contact within the Probation Service. Responsibilities include managing visitor interactions, logistics for the building, and maintaining safety and security protocols. Ideal candidates should have strong communication skills, situational awareness, and experience in office administration. This role emphasizes the ability to handle confidential information and support day-to-day operations.

Qualifications

• Experience in administrative roles and supporting office-based activities.
• Ability to diffuse potentially violent situations and recognize additional support needs.
• Competence in using various computer software for documentation and correspondence.

Responsibilities

• Serve as the first point of contact for the Probation Service.
• Manage logistics for the building including mail, PPE, and office supplies.
• Maintain health and safety, security, and fire safety measures.
• Process and update manual and computer-based files.

Skills

Excellent communication skills

Situational awareness

Organizational skills

Ability to handle confidential information

Job description

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.

Summary

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.

Responsibilities

• First point of contact for Probation Service, greet visitors face‑to‑face and via telephone/email, log arrivals/departures, issue visitor passes and security fobs.
• Use observation and situational awareness to diffuse potentially violent situations, recognise when additional support is required and take appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all enquiries relating to basic information about the Probation Service and local Person on Probation support services, referring more technical enquiries to an appropriate manager.
• Deal with all logistics for the building including managing all mail items, ordering PPE and office stationery, meeting room equipment, taking delivery of items and ensuring they get to the right destination; manage room, hot desk and car parking bookings, support and service meeting rooms including preparing for events and event registration as required.
• Pay bus fares/travel warrants to people on probation and handle day‑to‑day petty cash including collection and transport of petty cash and travel warrants between Probation properties.
• Assist in maintaining Health and Safety and security aspects of the building, including acting as key holder, operating the physical security of the building, testing fire alarms, testing panic alarms, monitoring CCTV and assisting evacuation measures; act as Fire Warden/First Aider and in the absence of a line manager support risk assessments where trained.
• Log building faults and incidents, keep a log of maintenance and repairs, escalating issues through the appropriate channels and making decisions (within guidelines) on the urgency of the faults to maintain the security of the building; in the absence of the Senior Admin Officer escort contractors and visitors around the building.

Case Administration Support

• Process and update computer based and manual files and filing systems.
• Use a range of computer software in providing comprehensive administration support.
• Produce a range of documentation and correspondence.
• Access databases for information as necessary and input information as required.
• Scanning and archiving data, some of which is sensitive and highly confidential.

The duties/responsibilities listed above describe the post as it is at present and is 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.