Front Desk & Admin Specialist – Probation Service

Ministry of Justice; Dreenhill; Hybrid; GBP 25,000 - 28,000; Full time

Benefits offered by this job

Hybrid working

Flexible working

Pension scheme

Training opportunities

Job summary

Ministry of Justice in Wales (HMPPS) is seeking an administrative/Reception Assistant to provide first point of contact for visitors and callers, and to support a range of office-based activities. You will assist with reception, manage mail and supplies, and help ensure safety and security procedures are followed.

The role supports several teams within the Probation Service, with hybrid working arrangements where business needs allow.

Qualifications

• Must have proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Must have excellent verbal and written communication skills.
• GCSE A-C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role.

Responsibilities

• Be first point of contact for Probation Service and greet people professionally face to face and via telephone/email, logging arrivals and departures and issuing visitor passes and security fobs.
• Use tact and diplomacy to diffuse potentially violent situations and escalate to management or security when needed; monitor conversations for safeguarding risks.
• Answer enquiries on Reception about the Probation Service and local support services; refer more technical questions to a manager.
• Manage building logistics: mail, PPE and stationery orders, room bookings, events, and registration.
• Pay bus fares/travel warrants and handle petty cash between Probation properties.
• Support Health and Safety: act as key holder, test alarms, monitor CCTV, assist evacuations, and act as Fire Warden/First Aider as needed.
• Log building faults and maintenance, escalate issues, and escort contractors when required.
• Provide confidential admin support to operational teams, update files, and access databases as needed.
• Scanning and archiving sensitive data and documentation.
• The duties described are current and not exhaustive; flexibility and adjustments may be required.

Skills

ICT skills across Microsoft Office

Verbal and written communication

Education

GCSE A-C including Maths and English (and Welsh where applicable)

Job description

Ministry of Justice in Wales (HMPPS) is seeking an administrative/Reception Assistant to provide first point of contact for visitors and callers, and to support a range of office-based activities. You will assist with reception, manage mail and supplies, and help ensure safety and security procedures are followed.

The role supports several teams within the Probation Service, with hybrid working arrangements where business needs allow.