Receptionist

Ministry of Justice; Whitwick; On-site; GBP 21,000 - 29,000; Full time

Job summary

Ministry of Justice in the Probation Service Directorate is seeking an administrative professional to provide reception and clerical support at our on-site location. You will be the first point of contact for visitors, callers and email inquiries, logging arrivals and directing staff as needed.

Working as part of a collaborative team, you will respond to routine queries about Probation, handle registration of visitors, issue passes and security fobs, and observe strict confidentiality and

Qualifications

• Experience in front-line receptionist or office administration.
• Ability to handle enquiries and maintain professionalism.
• Commitment to diversity and safeguarding practices.

Responsibilities

• First point of contact for Probation Service; greet visitors and handle reception duties, logging arrivals and departures.
• Use tact and diplomacy to diffuse potentially difficult situations and escalate safeguarding/risk concerns as needed.
• Answer enquiries at reception relating to basic Probation information.

Skills

Reception duties

Administrative support

Communication skills

Customer service

Situational awareness

Tools

Delius

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