17433 - Receptionist - Bolton

Overview

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 post may support a number of teams/functions within the operational area and is expected to provide cover during periods of absence, for which training will be provided. The role requires promotion of diversity and anti‑discriminatory practice, adherence to all policies regarding the sensitive/confidential nature of information, and participation in core hours that include regular unsocial hours (evenings and/or weekends) as determined by business need.

Summary

Provide an effective and efficient first point of contact with all visitors and 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, greeting people on probation and visitors professionally both face‑to‑face and via telephone and email; log their arrival and departure, ensure 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 the need for additional support, such as internal management or external security/policing presence; be alert to conversations that might indicate a safeguarding or risk issue and take appropriate remedial action, including emailing the Probation Practitioner and updating Delius.
• Answer all enquiries relating to basic information about the Probation Service and local Person on Probation support services, such as the provision of food banks; refer more technical enquiries to an appropriate manager.
• Handle all building logistics, including managing all mail items, ordering PPE and office stationery, meeting‑room equipment, taking delivery of items and ensuring they reach the correct destination; manage room, hot desk and car parking bookings, prepare for events, and register attendees 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.
• Maintain health and safety and security aspects of the building: act as key holder, operate the physical security of the building, test fire alarms and panic alarms, monitor CCTV, assist with evacuation measures, and act as Fire Warden/First Aider if required; support risk assessments where trained.
• Log building faults and incidents, maintain a record of maintenance and repairs, and escalate issues through appropriate channels while making decisions (within guidelines) on the urgency of faults to maintain building security.
• Escort contractors and visitors around the building in the absence of the Senior Admin Officer.
• Support the case administration of Person on Probation by providing confidential and high‑level administrative support to operational teams, including:

• Process and update computer‑based and manual files and filing systems.
• Use a range of computer software to provide comprehensive administration support.
• Produce a range of documentation and correspondence.
• Access databases for information as necessary and input information as required.
• Scan and archive data, some of which is sensitive and highly confidential.

Behaviours

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

Ability

• Must have proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Must have excellent verbal and written communication skills.

Experience – Desirable

• Worked in the criminal justice field.
• Experience of working in high‑pressure/stressful environments.
• Experience in customer relations.
• Worked on a large‑scale change project/programme in the industry.
• Worked in the field of information management.
• Background in assurance work.
• Continuous improvement experience; understands how to assess processes and activities to gauge performance and recommend positive action.

Technical Qualifications – Essential

• GCSE A*–C Grades (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in a commensurate role.

Technical Qualifications – Desirable

• IT qualification equivalent to ECDL/CLAIT or equivalent work experience to the competency level of ECDL.
• Continuous Improvement – Practitioner (and/or Six Sigma equivalent); can be obtained when in post.
• Introduction to UK General Data Protection Regulations 2018 accredited course; can be obtained when in post.

By applying for this role you confirm that you meet the qualification requirements and are willing to comply with the Probation Service (PS) Directorates’ policies and procedures.