Receptionist

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

Job summary

A government agency in Watford is seeking an Administrative Officer to support the Probation Service. This role involves greeting clients, managing logistics, and providing essential administrative services while ensuring health and safety compliance. The ideal candidate should have strong ICT skills in Microsoft Office, excellent communication abilities, and preferably experience in the criminal justice field.

Qualifications

• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Must have excellent verbal and written communication skills.
• Experience in the criminal justice field is desirable.

Responsibilities

• First point of contact for Probation Service, handling reception duties.
• Deal with logistics, including managing mail and office supplies.
• Assist in maintaining health and safety and security for the building.

Skills

Proven proficiency in ICT skills across Microsoft Office

Excellent verbal and written communication skills

Customer-relations experience

Experience in high-pressure/stressful environments

Education

GCSE A-C Grade in Maths and English

IT qualification equivalent such as ECDL/CLAIT

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, including reception duties and a range of administrative support services. Training will be provided for cover during periods of absence.

Responsibilities, Activities & Duties

• First point of contact for Probation Service, 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 issuing visitor passes and security fobs as necessary.
• Use observation and situational awareness to diffuse potentially violent situations, recognising where additional support is required, 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 regarding 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 and managing room, hot‑desk and car‑parking bookings, supporting and servicing meeting rooms and 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, acting as key holder, operating the physical security of the building, testing fire alarms, testing panic alarms, monitoring CCTV and assisting evacuation measures and where necessary acting as Fire Warden/First Aider and supporting risk assessments when 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.
• Support the case administration of Person on Probation by providing a confidential and high‑level administrative support service to operational teams:
  • 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.
  • Scan and archive data, some of which is sensitive and highly confidential.

Qualifications

• Must have proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Must have excellent verbal and written communication skills.
• Experience desirable: has worked in the criminal justice field; has experience of working in high‑pressure/stressful working environments; customer‑relations experience; GCSE A‑C Grade (or equivalent) including Maths and English; IT qualification equivalent such as ECDL/CLAIT; a proven track record in a commensurate role.

All candidates are subject to security and identity checks prior to taking up post.