Receptionist

Ministry of Justice; Newton Aycliffe; On-site; GBP 20,000 - 28,000; Full time

Job summary

A government agency in Newton Aycliffe is seeking an Administrator to support the Probation Service. The role involves reception duties, administrative support, and maintaining building logistics. Candidates should have an IT qualification and proficiency in Microsoft Office. Experience in the criminal justice field is desirable. This full-time position offers 25 days of annual leave, pension benefits, and opportunities for training.

Benefits

25 days annual leave

Local Government Pension Scheme

Extensive training opportunities

Family-friendly policies

Paid parental leave

Qualifications

• Proven proficiency in ICT skills across Microsoft Office applications.
• Experience working in high-pressure environments is desirable.
• Experience in the criminal justice field is desirable.

Responsibilities

• Be the first point of contact for visitors, managing logistics.
• Maintain Health & Safety and security aspects.
• Provide confidential, high-level administrative assistance.

Skills

Microsoft Office applications

Verbal communication

Written communication

ICT skills

Education

IT qualification equivalent to ECDL/CLAIT

GCSE A-C grades including Maths and English

Job description

Role 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. The role includes reception duties, a range of administrative support services and coverage during periods of absence.

Responsibilities

• Be the first point of contact for the Probation Service, greeting visitors face‑to‑face, on telephone and via email; log arrivals and departures, notify appropriate staff, issue visitor passes and security fobs as needed.
• Use observation and situational awareness to diffuse potentially violent situations, recognise when additional support is required, alert to safeguarding or risk issues and take remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all reception enquiries about basic Probation Service information and local Person on Probation support services, referring more technical enquiries to an appropriate manager.
• Handle all building logistics: manage mail items, order PPE and office stationery, manage meeting‑room equipment, take delivery of items, book rooms, hot‑desks and car parking, support and service meeting rooms, and prepare for events and event registration.
• Pay bus fares/travel warrants to people on probation and manage day‑to‑day petty cash, including collection and transport of petty cash and travel warrants between Probation properties.
• 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 measures, act as Fire Warden/First Aider, and support risk assessments when trained.
• Log building faults and incidents, maintain a maintenance log, and escalated issues through appropriate channels, making decisions on fault urgency within guidelines. In the absence of the Senior Admin Officer, escort contractors and visitors around the building.
• When required, support the case administration of Persons on Probation by providing confidential, high‑level administrative assistance to operational teams:
• Process and update computer‑based and manual files and filing systems.
• Use a range of computer software to provide comprehensive administration support.
• Produce a range of documentation and correspondence.
• Access databases for information as necessary and input data as required.
• Scan and archive sensitive and highly confidential data.
• Accept reasonable alterations and additional tasks of a similar level that may be necessary.

Qualifications

• IT qualification equivalent to ECDL/CLAIT or comparable work experience.
• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.
• Experience working in the criminal justice field (desirable).
• Experience working in high‑pressure or stressful environments (desirable).
• GCSE A‑C grades (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in a commensurate role.

Working Hours & Arrangement

Standard 37 hours per week (excluding unpaid breaks). Working unsocial hours (evenings and weekends) may be required, with additional pay for unsocial work. The position may involve late‑night reporting, and coverage of other office locations within the Durham & Darlington PDU. Hybrid working arrangements may be available where business need permits.

Benefits

• Annual leave: 25 days on appointment, increasing to 30 days after five years; public holidays included.
• Local Government Pension Scheme (LGPS) via the Greater Manchester Pension Fund.
• Extensive training and development opportunities.
• Employee networks supporting diversity, disability, caring responsibilities, women and LGBTQ+ employees.
• Family‑friendly policies, including reduced hours and job sharing.
• Flexible benefits: voluntary benefits, retail vouchers, discounts, childcare support schemes.
• Paid parental leave (paternity, adoption, maternity).
• Free annual sight tests for screen users.

Equality, Diversity & Inclusion

All candidates are encouraged to apply irrespective of gender, age, ethnicity, disability, sexual orientation, religion or belief. We are an equal opportunity employer and promote equality and diversity in our workforce.

Application Process

Applications are reviewed on merit only. If you feel your application has been unfairly treated, you may raise a complaint in the following order:

• To Transformative Business Services (0345 241 5358 or email moj‑recruitment‑vetting‑[e-mail]).
• To Ministry of Justice Resourcing team (resourcing‑management‑[e-mail]).
• To the Civil Service Commission.

All candidates are subject to security and identity checks prior to leaving the interview process.