Receptionist (Ref: 12547)

HM Prison and Probation Service; Colwyn Bay; On-site; GBP 20,000 - 28,000; Full time

Job summary

A government department in the UK is seeking an Administrative Officer to provide essential support within the Probation Service. The role includes greeting visitors, managing administrative tasks, and ensuring compliance with safety protocols. Candidates should have strong communication skills and a commitment to diversity. This position offers flexible working options and a comprehensive benefits package, including a civil service pension. Regular unsocial hours may be required as part of the job.

Benefits

Access to learning and development

Flexible working options

Civil Service pension contribution

Annual Leave

Public Holidays

Qualifications

• Ability to handle complex situations and maintain composure.
• Experience in administrative tasks and support services.
• Understanding of diversity and anti-discriminatory practices.

Responsibilities

• Serve as the first point of contact for visitors and callers.
• Manage logistics and administrative functions effectively.
• Ensure compliance with Health and Safety procedures.

Skills

Tact and diplomacy

Observational skills

Communication

Organizational skills

Health and Safety awareness

Education

C Grade in Maths and English

Proven track record in a similar role

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. Core Hours include regular unsocial hours (evenings and/or weekends) as determined by the business need. This role seeks 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

• Act as the first point of contact for the Probation Service, greeting 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 issuing visitor passes and security fobs as necessary.
• Use observation and situational awareness, tact and diplomacy to diffuse potentially violent situations and recognise where additional support is required, be it internal management or external security/policing presence. Be alert to conversations that might indicate a safeguarding or risk issue and take appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all enquiries received at the 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.
• Manage 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 are routed to the correct destination, and managing room, hot desk and car parking bookings. Support and service meeting rooms, including preparing for events and event registration as required.
• 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, acting as key holder, operating the physical security of the building, testing fire alarms, testing panic alarms, monitoring CCTV and assisting evacuation measures. Where necessary act as Fire Warden/First Aider and, in the absence of a line manager, support risk assessments where trained.
• 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 faults to maintain building security. In the absence of the Senior Admin Officer escort contractors and visitors around the building.
• Where necessary support the case administration of Persons on Probation by providing a confidential and high-level administrative support service to operational teams.

Behaviours Assessment

• 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

Candidate Information Page

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

Selection Process Details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience. Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard checks.

Nationality Requirements

• UK nationals
• Nationalities of the Republic of Ireland
• Nationalities of Commonwealth countries who have the right to work in the UK
• Nationalities 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)
• Nationalities 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: (opens in a new window)

Qualification Requirements

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