Receptionist - Oxford (South Central) (Ref: 13145)

HM Prison and Probation Service; Oxford; On-site; GBP 40,000 - 60,000; Full time

Job summary

A governmental service organization in Oxford is seeking an administrative professional to support the Probation Service. The role involves managing reception duties, providing high-level administrative support, and ensuring effective building operations. Ideal candidates will have proficiency in Microsoft Office and strong communication skills, with experience in the criminal justice field preferable. Benefits include flexible working options, a civil service pension, and a commitment to diversity and inclusion.

Benefits

Access to learning and development

Flexible working options

Civil Service pension

Annual leave and public holidays

Qualifications

• Proven proficiency in ICT skills across Microsoft Office applications.
• Experience working in criminal justice or high-pressure environments.

Responsibilities

• First point of contact for visitors and manage reception duties.
• Support case administration and maintain confidentiality of sensitive data.
• Assist in logistics and manage building operations effectively.

Skills

Proficiency in Microsoft Office

Excellent verbal and written communication

Experience in customer relations

Education

GCSE A or equivalent including Maths and English

IT qualification equivalent (ECDL/CLAIT)

Job description

Overview

Administrative role within Probation Service (PS) Directorate in HMPPS. Reports to design line manager and supports business-specific and transactional office-based activities. Collaborates with team members to provide reception duties and a range of administrative support services. Offers support and cover during periods of absence. Promotes diversity and anti-discriminatory practice. Adheres to all policies regarding sensitive/confidential information. Core hours include regular unsocial hours.

Responsibilities

• First point of contact for Probation Service – greet visitors, log arrivals and departures, issue visitor passes and security fobs.
• Use observation and situational awareness – diffuse potentially violent situations, recognise safeguarding/risk issues, email Probation Practitioner and update Delius.
• Answer all enquiries related to basic information about Probation Service and local Person on Probation support services.
• Deal with all building logistics – manage mail items, order PPE and stationery, manage meeting room equipment, delivery of items, hot desk and car parking bookings, support meeting rooms and prepare for events and event registration.
• Pay bus fares/travel warrants to people on probation and handle petty cash and transport warrants between Probation properties.
• Assist in maintaining Health and Safety and security aspects – act as key holder, operate building security, test alarms, monitor CCTV, act as Fire Warden/First Aider, support risk assessments where trained.
• Log building faults and incidents, keep a log of maintenance and repairs, escalated issues through appropriate channels.
• In absence of Senior Admin Officer escort contractors and visitors around the building.
• Support the case administration of Person on Probation by providing confidential and high-level administrative support service to operational teams:
  • 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.
  • Access databases for information and input information as required.
  • Scan and archive data, some of which is sensitive and highly confidential.

Qualifications

• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.
• Experience working in criminal justice field.
• Experience working in high pressure/stressful working environments.
• Experience in customer relations.
• GCSE A (or equivalent) including Maths and English.
• IT qualification equivalent (ECDL/CLAIT or equivalent work experience to competency level of ECDL).

Benefits

• Access to learning and development.
• Flexible working options to support work-life balance.
• Inclusive working culture encouraging diversity and inclusion.
• Civil Service pension – employer contribution 28.97%.
• Annual leave and public holidays.
• Season Ticket Advance.

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.