Receptionist

Ministry of Justice; Plymouth; On-site; GBP 21,000 - 25,000; Full time

Job summary

Ministry of Justice in Plymouth seeks an administrative professional to support the Probation Service Directorate. You will handle reception duties, greet visitors, log arrivals, issue passes and provide a range of office-based services with strict confidentiality.

You will work with multiple teams, provide coverage during absences, and promote equality and diversity while adhering to security, health and safety policies.

Qualifications

• Experience in reception or administrative duties.
• Ability to handle confidential information and maintain data protection.
• Commitment to equality, diversity and anti-discrimination practice.
• Willingness to work core hours including evenings/weekends as required.

Responsibilities

• Serve as first point of contact for Probation Service visitors, callers and emails, logging arrivals and directing to appropriate staff.
• Manage building logistics: mail handling, PPE orders, stationery, meeting room bookings and event setup.
• Support safeguarding, risk awareness and incident reporting where needed, liaising with Probation Practitioners and relevant teams.
• Maintain security of the building: key holder duties, CCTV monitoring, fire alarm/panic alarm testing, and evacuation assistance.
• Log faults and incidents, escalate maintenance needs and assist with risk assessments as trained.
• Provide confidential administrative support to operational teams for case administration, record updates and documentation.

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., 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.

• 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