Receptionist - Northamptonshire - East of England (Ref: 10034) in Wellingborough

Overview

The job holder will be required to carry out the following responsibilities, activities and duties.

Responsibilities

• Be first point of contact for the 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 staff are notified and issuing visitor passes and security fobs as necessary.
• Use tact and diplomacy to diffuse potentially violent situations, recognise when additional support is required (internal management or external security/policing presence), and be alert to conversations indicating safeguarding or risk issues, taking appropriate remedial action such as emailing the Probation Practitioner and updating NDelius.
• Answer enquiries received at Reception relating to basic information about the Probation Service and local Person on Probation support services (e.g., provision of food banks), referring more technical enquiries to an appropriate manager.
• Manage building logistics including handling mail, ordering PPE and office stationery, meeting room equipment, taking deliveries, and ensuring items reach the correct destination; manage room, hot desk, and car parking bookings and support events and registrations 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 of the building, including acting as key holder, operating physical security, testing fire and panic alarms, monitoring CCTV, assisting evacuation measures, and acting as Fire Warden/First Aider; support risk assessments where trained in the absence of a line manager.
• Log building faults and incidents, maintain a log of maintenance and repairs, escalate issues through appropriate channels, and make decisions (within guidelines) on fault urgency to maintain building security; escort contractors and visitors in the absence of the Senior Admin Officer.
• Provide confidential and high‑level administrative support to operational teams to assist case administration for Persons on Probation, including processing and updating computer-based and manual files, using a range of software, producing documentation and correspondence, accessing databases, inputting information, and scanning/archiving data (some of which is sensitive and highly confidential).

Scope and flexibility

The duties above describe the post as it is at present and are not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level. Significant adjustments may require re‑examination under the Job Evaluation Scheme and shall be discussed with the job holder in the first instance.

Required and desirable information

• Delivery of at pace, adaptability and ability to improve and manage a quality service, with effective communication and influencing skills.
• Technical skills: GCSE A-C (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in a commensurate role; IT qualification equivalent (ECDL/CLAIT or equivalent).
• Access to learning and development, flexible working options, inclusive culture, Civil Service pension with employer contribution of 28.97%, annual leave, public holidays, and season ticket advance.

Additional information

For more information about recruitment process, benefits and allowances, please refer to the Civil Service Candidate Information Page.