Receptionist

Ministry of Justice; Coventry; Hybrid; GBP 22,000 - 28,000; Full time

Job summary

A governmental agency in the UK is seeking an Administrative Support professional to provide essential business and transactional office-based activities within the Probation Service. This role requires excellent ICT skills, effective communication, and the ability to maintain a professional reception area. Responsibilities include managing mail logistics, administrative support to various teams, and ensuring health and safety protocols are upheld. The position offers flexibility with hybrid working arrangements and is part of the Civil Service framework.

Benefits

25 days annual leave increasing to 30

Local Government Pension Scheme

Training and development opportunities

Family friendly policies

Qualifications

• Proven proficiency in ICT across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.
• Experience in customer relations and criminal justice field.

Responsibilities

• Act as the first point of contact for visitors and handle initial queries.
• Manage building logistics, including handling mail and office supplies.
• Assist in maintaining health and safety protocols within the building.
• Provide confidential administrative support to operational teams.

Skills

Proficiency in ICT skills

Excellent verbal communication

Experience in customer relations

Ability to handle stressful environments

Education

GCSE A-C Grade in Maths and English

IT qualification equivalent (e.g., ECDL)

Tools

Microsoft Office suite

Job description

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. 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, Activities & Duties

• To be first point of contact for Probation Service and greet people on probation and visitors professionally both face to face and via telephone and email, logging their arrival and departure, ensuring the appropriate member of staff is notified and issue visitor passes and security fobs as necessary.
• Through observation and situational awareness to use tact and diplomacy to diffuse potentially violent situations and recognising where additional support is required, be that internal management or external security/policing presence, and to be alert to conversations that might indicate a safeguarding/risk issue and take appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all enquiries, while on Reception, relating to basic information about the Probation Service and local Person on Probation support services such as the provision of food banks, referring more technical enquiries to an appropriate manager.
• To deal with all logistics for a 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 and managing room, hot desk and car parking bookings, support and service meeting rooms including preparing for events and event registration as required.
• To 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.
• To assist in maintaining Health and Safety and security aspects of the building, including acting as key holder, operating the physical security of the building, the testing of fire alarms, testing panic alarms, monitoring CCTV and assisting evacuation measures and where necessary to act as Fire Warden/First Aider and in the absence of a line manager to support risk assessments where trained.
• To log building faults and incidents and keep a log of maintenance and repairs escalating issues through the appropriate channels and making decisions (within guidelines) on the urgency of the faults in order to maintain the security of the building. In the absence of the Senior Admin Officer escorting contractors and visitors around the building.
• Where necessity arises to support the case administration of Person on Probation by providing a confidential and high-level administrative support service to operational teams, to include: 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
• To 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.

Hybrid Working Arrangements

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non‑contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre‑employment checks. Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part‑time, flexible and job‑sharing working patterns, where they meet the demands of the role and business needs. All applications for part‑time, flexible and job‑sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.

Key Competencies

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

Qualifications / Experience

• Must have proven proficiency in ICT skills across the full range of Microsoft Office applications
• Must have excellent verbal and written communication skills
• Has worked in criminal justice field
• Has experience of working in high pressure/stressful working environments
• Has experience in customer relations, GCSE A‑C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role, IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL, Delivering at Pace

Hours of Work (Unsocial Hours) Allowances

Additional payments are made for working unsocial hours.

Benefits

• Annual Leave – 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays. Leave for part‑time and job share posts will be calculated on a pro‑rata basis.
• Pension – The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
• Training – The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
• Networks – Opportunity to join employee‑run networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.
• Family Friendly policies – opportunities to work reduced hours or job share.
• Voluntary benefits, retail vouchers and discounts on a range of goods and services.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. If you feel the recruitment process has breached the principles, you can raise a formal complaint in the following order: To Transformative Business Services (0345 241 5358 – Monday to Friday 8am‑6pm) or e‑mail moj‑recruitment‑vetting‑[e-mail]; To Ministry of Justice Resourcing team (resourcing‑management‑[e-mail]); To the Civil Service Commission (details available here). As a Disability Confident employer, MoJ is committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ is able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

Accessibility and Equal Employment Opportunity

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. For more information on applying for a role as a candidate with a disability or long‑term condition, please watch our animated videos. Diversity & Inclusion – The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy. Veterans – The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Redeployment Interview Scheme – Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.