Receptionist

Ministry of Justice; Wrexham; On-site; GBP 20,000 - 24,000; Full time

Benefits offered by this job

Free parking

Modern, accessible workplace

Job summary

Ministry of Justice Caernarfon Probation Office on Llanberis Road seeks a proactive Receptionist to welcome visitors, answer enquiries and coordinate a range of administrative tasks. You will log arrivals, manage room bookings, handle mail and supplies, and support frontline delivery with accurate records and safeguarding awareness.

The role offers a structured induction, opportunities for progression, and a Welsh language environment where Welsh speakers are valued.

Qualifications

• First point of contact for Probation Service visitors; greet people professionally and log arrivals.
• Logistical handling: mail items, room bookings, visitor passes and security measures.
• Maintain accurate records and provide office-based administrative support across teams.

Responsibilities

• Greet visitors and handle enquiries via phone and email.
• Log arrivals, issue passes and coordinate security as needed.
• Manage mail, stationery, meeting room bookings and equipment for events.

Skills

Receptionist duties

Customer service

Administrative support

Welsh language desirable

Education

GCSEs or equivalent

Tools

Microsoft Office Suite

Delius (Probation case management)

Job description

Join Caernarfon Probation Office on Llanberis Road as a Receptionist and become part of a team that helps keep probation services running effectively every day. You'll play an essential part in supporting frontline delivery, coordinating casework and maintaining accurate records, all while contributing to a service that protects the public, supports victims and helps change lives.

• Purpose-driven role: Be part of a service that genuinely changes lives and supports communities.
• Strong team culture: Senior leaders have recognised the teamwork, collaboration and commitment across the Caernarfon office.
• Welsh language environment: Welsh language skills are desirable for this role, as the majority of staff on site are Welsh-speaking and the ability to communicate in Welsh will support service delivery.
• Career development: Benefit from structured induction, ongoing learning and clear progression opportunities across the Probation Service in Wales.
• Accessible location: Based on Llanberis Road, within easy reach of local transport links.
• Free parking available: Making it an easy and cost-effective commute for those travelling by car.
• Modern, accessible workplace: With facilities that support accessibility and different needs.

Overview of the job

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.

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