Receptionist - Caernarfon (North Wales) (Ref: 13105)

HM Prison and Probation Service; Colwyn Bay; On-site; GBP 25,000 - 35,000; Full time

Job summary

A governmental agency in Colwyn Bay is seeking an Administrative Officer to provide front-line support and manage office-based activities within the Probation Service. Responsibilities include greeting visitors, handling logistics, ensuring compliance with policies, and offering administrative assistance. Candidates should have strong communication skills and a solid background in administrative roles. This position provides a comprehensive benefits package including development opportunities and a pension scheme.

Benefits

Access to learning and development

Flexible working options

Civil Service pension with 28.97% contribution

Annual Leave

Public Holidays

Season Ticket Advance

Qualifications

• Ability to manage multiple administrative tasks efficiently.
• Experience in a customer-facing role, ideally in a similar environment.
• Demonstrated ability to work as part of a team.

Responsibilities

• Serve as the first point of contact for the Probation Service.
• Manage logistics for the building and handle mail items.
• Assist in maintaining Health and Safety and security aspects.
• Provide high-level administrative support to operational teams.

Skills

Communication skills

Situational awareness

Conflict resolution

Organizational skills

Education

C Grade in Maths and English (or equivalent)

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

• Serve as the first point of contact for the 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 issue visitor passes and security fobs as necessary.
• Use observation and situational awareness to diffuse potentially violent situations and recognise where additional support is required, be that internal management or external security/policing presence.
• Remain 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, providing basic information about the Probation Service and local Person on Probation support services such as provision of food banks, referring more technical enquiries to an appropriate manager.
• Handle all logistics for a building – manage mail items, order PPE and office stationery, meeting room equipment, take delivery of items and ensure they reach the right destination; manage room, hot desk and car parking bookings; support service meeting rooms including preparing for events and event registration as required.
• Pay bus fares/travel warrants to people on probation and manage 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 – act as key holder, operate the physical security, test fire alarms, monitor CCTV and assist evacuation measures; where necessary act as Fire Warden/First Aider and support risk assessments where trained.
• Log building faults and incidents, maintain a log of maintenance and repairs, escalating issues through the appropriate channels and making decisions (within guidelines) on the urgency of faults to maintain building security.
• Escort contractors and visitors around the building when the Senior Admin Officer is absent.
• Support the case administration of Person on Probation by providing confidential and high‑level administrative support to operational teams, including:
• (… list of duties/responsibilities as already described – items 1‑n) – note this section reflects that duties are non‑exhaustive and may be amended.

Behaviours

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

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

Recruitment Process

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the following link which will direct you to our Candidate Information Page:

https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJThings you need to knowArtificial intelligence Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Selection process details: This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

Security Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in a new window) checks.

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 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) (opens in a new window)
• Nationals of 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 (opens in a new window)

Educational Qualifications

• -C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role