Receptionist - Boston Probation Office (Ref: 11983)

HM Prison and Probation Service; Boston; On-site; GBP 24,000 - 31,000; Full time

Job summary

A government agency in the United Kingdom is seeking an Administrative Officer to effectively manage reception duties and provide comprehensive administrative support. The ideal candidate will display proficiency in ICT, excellent communication skills, and the ability to thrive in a demanding environment. This role includes responsibilities related to visitor management, health and safety, and case administration for Persons on Probation.

Benefits

Access to learning and development

Flexible working options

Civil Service pension

Annual Leave and Public Holidays

Qualifications

• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills required.
• Desirable experience in criminal justice and customer relations.

Responsibilities

• Serve as first point of contact for visitors and telephone callers.
• Maintain Health and Safety and security aspects of the building.
• Support case administration of Persons on Probation.

Skills

Proficiency in ICT skills

Excellent verbal and written communication skills

Observational and situational awareness

Ability to manage stressful environments

Tools

Microsoft Office applications

Job description

Introduction

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 role may involve supporting a number of teams/functions within the operational area, offering cover during periods of absence, with training provided.

The post holder must promote diversity and anti‑discriminatory practice, embracing Equality and valuing Diversity. All policies regarding sensitive/confidential information must be adhered to.

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

• Serve as first point of contact for Probation Service, greeting people on probation and visitors professionally face‑to‑face, via telephone and email, logging arrival and departure, ensuring staff is notified and issuing visitor passes and security fobs.
• Use observation and situational awareness to diffuse potentially violent situations, recognise when additional support is needed, and take remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all enquiries while on Reception, providing basic information about the Probation Service and local Person on Probation support services; refer more technical enquiries to an appropriate manager.
• Handle all building logistics: manage mail items, order PPE and office stationery, handle meeting‑room equipment and bookings, support meeting rooms, and assist with event registration.
• Process bus fares/travel warrants, manage petty cash, and transport travel warrants between Probation properties.
• Maintain Health and Safety and security aspects of the building: act as key holder, operate physical security, test fire and panic alarms, monitor CCTV, assist evacuation and act as Fire Warden/First Aider when trained.
• Log building faults and incidents, maintain a repair log, and escalating issues through appropriate channels; support risk assessments where trained.
• In the Senior Admin Officer’s absence, escort contractors and visitors around the building.
• Support the case administration of Persons on Probation by providing confidential, high‑level administrative support, including:
  • Process and update computer‑based and manual files and filing systems.
  • Use a range of computer software to provide comprehensive administration support.
  • Produce documentation and correspondence.
  • Access databases for information as necessary and input required data.
  • Scan and archive sensitive data.
• Accept reasonable alterations and additional tasks of a similar level, with significant adjustments to be discussed under the Job Evaluation Scheme.

Assessment Behaviours

• Making Effective Decisions
• Communicating and Influencing
• Managing a Quality Service
• Delivering at Pace

Benefits

• Access to learning and development
• Flexible working options to enhance work/life balance
• A supportive culture that encourages inclusion and diversity
• Civil Service pension with an employer contribution of 28.97%
• Annual Leave and Public Holidays
• Season Ticket Advance

Important Information

• For more information about the recruitment process, benefits and allowances and answers to general queries, please visit the Candidate Information Page: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ
• The vacancy uses Success Profiles to assess behaviours, strengths and experience. Feedback will only be provided if you attend an interview or assessment.
• Successful candidates must undergo a criminal record check and baseline personnel security standard checks.
• This role is broadly open to UK nationals, nationals of the Republic of Ireland, Commonwealth countries, EU member states, Switzerland, Norway, Iceland, Liechtenstein, their families, Turkish nationals (and certain families), and individuals with limited or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020.
• We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles.
• Supporting diversity and inclusion is a core value of the Civil Service.

Assessment Criteria

• Must have proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Must have excellent verbal and written communication skills.
• Desirable: experience in criminal justice, high‑pressure/stressful environments, customer relations, and an IT qualification equivalent to ECDL/CLAIT.
• Additional payments for working unsocial hours.