Reception & Admin Officer — Flexible Hours in Knowsley

This is an administrative role based within the Probation Service (PS) Directorate in HMPPS. The role supports business‑specific and transactional office‑based activities. The holder works collaboratively with other team members to provide reception duties and a range of administrative support services, offering cover during absences. The position promotes diversity, anti‑discriminatory practice, and adheres to policies regarding sensitive and confidential information. Core hours include regular unsocial hours (evenings and/or weekends) as required by the business.

Responsibilities

• Serve as the first point of contact for the Probation Service, greeting visitors, logging arrivals and departures, issuing visitor passes and security fobs, and responding to call/email inquiries.
• Use tactical diplomacy to mitigate potentially violent situations and report safeguarding or risk concerns to the Probation Practitioner and update Delius as required.
• Manage all building logistics: receive and handle mail, order PPE and office stationery, handle room equipment, book hot‑desk and car parking, coordinate meeting rooms and event registration, and process bus fare or travel warrants.
• Administer petty cash and travel warrants between Probation properties.
• Support Health & Safety and security functions: act as key holder, operate physical security, test fire and panic alarms, monitor CCTV, assist evacuation procedures, and act as Fire Warden/First Aider when trained.
• Log building faults and incidents, maintain maintenance and repair records, and resolve issues within guideline parameters, escalating appropriately.
• Escort contractors and visitors in the absence of the Senior Admin Officer.
• Provide confidential adjunct administration for the case team: process and update computer‑based and manual files, use office computer software, produce documentation and correspondence, access necessary databases, and scan and archive sensitive data.

Qualifications

• GCSE A–C (or equivalent) including Maths and English (Welsh where applicable).
• Proven experience in a commensurate administrative role within the criminal justice field.
• Proficiency in ICT across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.
• Experience working in high‑pressure or stressful environments and in customer relations.
• Desirable IT qualification such as ECDL/CLAIIT or equivalent.

Benefits and Allowances

• Access to learning and development.
• Flexible working options to support work‑life balance.
• Annual leave and public holidays.
• Season ticket advance.
• Unsocial hour allowances.

Nationality Requirements

• UK nationals.
• Nationals of the Republic of Ireland.
• Nationals of Commonwealth countries with the right to work in the UK.
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and their settled or pre‑settled family members.
• Individuals with limited or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020.
• Turkish nationals and certain family members with the accrued right to work in the Civil Service.

Equal Opportunity and Diversity

The Civil Service embraces diversity and promotes equal opportunities. We comply with the Equality Act 2010 and encourage applications from all suitable candidates, including those with disabilities. The Civil Service offers a Disability Confident scheme for eligible candidates and a Redeployment Interview Scheme for current civil servants at risk of redundancy.