Receptionist - Boston Probation Office (Ref: 13533)

HM Prison and Probation Service; Boston; On-site; GBP 10,000 - 40,000; Full time

Job summary

A government organization in Boston, England is seeking an Administrative Officer to support various operational teams by providing reception services and fulfilling numerous administrative functions. Candidates must exhibit strong ICT skills, excellent communication abilities, and a commitment to promoting diversity within the workplace. This role also involves managing confidential information, handling logistics for the building, and supporting case administration for individuals on probation. Experience in customer relations is desirable.

Benefits

Access to learning and development

Flexible working options

Civil Service pension with generous employer contribution

Annual leave and public holidays

Qualifications

• Proven proficiency in ICT across Microsoft Office applications.
• Exceptional verbal and written communication skills required.
• Experience in high-pressure working environments is preferred.

Responsibilities

• Act as the first point of contact for visitors and callers.
• Manage logistics, including mail items and office supplies.
• Support case administration by providing confidential high-level administration.

Skills

Proficiency in ICT skills

Excellent verbal communication

Excellent written communication

Customer relations experience

High-pressure work experience

Education

GCSE A-C Grade including Maths and English or equivalent

Tools

Microsoft Office Suite

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 & 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.
• Assist in maintaining Health and Safety and security aspects of the building, including acting as key holder, operating the physical security of the building, testing fire and panic alarms, monitoring CCTV, assisting evacuation measures and, where necessary, acting as Fire Warden/First Aider and supporting risk assessments when trained.
• Log building faults and incidents, maintain maintenance logs, escalations through appropriate channels and make decisions on fault urgency to maintain building security; in the absence of the Senior Admin Officer, escort 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, including:
• 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
• Scanning and archiving data, some of which is sensitive and highly confidential

Behaviours

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

Benefits

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Annual Leave
• Public Holidays
• Season Ticket Advance

Requirements

• Must have proven proficiency in ICT skills across the full range of Microsoft Office applications
• Must have excellent verbal and written communication skills
• Has worked in criminal justice field (desirable)
• Has experience of working in high pressure/stressful working environments (desirable)
• Has experience in customer relations, GCSE A‑C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role, IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL (desirable)

Nationality Requirements

• UK nationals
• Nationals of the Republic of Ireland
• Nationals of Commonwealth countries who have the right to work in the UK
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre‑settled status under the European Union Settlement Scheme (EUSS)
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre‑settled status under the European Union Settlement Scheme (EUSS)
• Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
• Further information on nationality requirements

Hours of Work

• Unsocial Hours Allowances: Additional payments are made for working unsocial hours.

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page. Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJThings you need to know