Receptionist in Chippenham

This is an administrative role based within the Probation Service (PS) Directorate in HMPPS. The post holder reports to the designated Line Manager and supports business‑specific and transactional office‑based activities. The role involves working collaboratively with other team members to provide reception duties and a range of administrative support services, acting as a first point of contact for visitors, telephone callers and email enquiries, and supporting a number of teams/functions within the operational area. Core hours may include unsocial hours such as evenings and weekends as required by business need. The post holder must promote diversity and anti‑discriminatory practice and adhere to all policies regarding the handling of sensitive/confidential information.

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 arrivals and departures, notify the appropriate staff, issue visitor passes and security fobs as required.
• Use observation, situational awareness, tact and diplomacy to diffuse potentially violent situations and recognise when additional support is required, including internal management or external security/policing presence; remain alert to conversations that may indicate safeguarding or risk issues and take appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all reception enquiries relating to basic information about the Probation Service and local Person on Probation support services, such as food bank provision, and refer more technical enquiries to an appropriate manager.
• Manage all building logistics, including mail items, PPE and office stationery orders, meeting‑room equipment, delivery of items to the correct destination, and booking of rooms, hot desks and car parking.
• 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 building security, testing fire and panic alarms, monitoring CCTV, assisting evacuation measures and acting as Fire Warden/First Aider when trained.
• Log building faults and incidents, maintain a log of maintenance and repairs, and accelerate issues through appropriate channels, 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.
• When necessary, support the case administration of Person on Probation by providing confidential, high‑level administrative support to operational teams: 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 needed and input information as required.
• Scan and archive data, some of which is sensitive and highly confidential.

Qualifications:

• Has worked in the criminal justice field.
• Has experience working in high‑pressure/stressful working environments.
• Has experience in customer relations and holds a GCSE A‑C Grade (or equivalent) including Maths and English (and Welsh where applicable).
• Experience in changing and improving services.
• Communicating and influencing skills.
• Capacity to deliver at pace.
• Ability to manage a quality service.

The successful candidate will be assessed on CV or work history, evidence of experience, and demonstrated communicating, influencing, delivering at pace and quality service skills.

Working Arrangements & Further Information:

The MoJ offers hybrid working arrangements where business need allows. This is an informal, non‑contractual form of flexible working that blends working from a base location, different MoJ sites, and/or from home. The role will be based in a MoJ office location, which may include a nearest Justice Collaboration Centre or Justice Satellite Office. Standard full‑time working hours are 37 hours per week excluding unpaid breaks. HMPPS welcomes part‑time, flexible and job‑sharing working patterns where they meet the demands of the role and business needs. Working hours may include unsocial hours, such as evenings and weekends, as required by business need.

Benefits:

• Annual leave: 25 days on appointment, increasing to 30 days after five years’ service, plus public holidays. Leave for part‑time and job‑share posts calculated on a pro‑rata basis.
• Pension: Covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund.
• Training: The Ministry of Justice offers extensive staff development opportunities and training programs.
• Networks: Employee‑run networks exist for minority groups, disability, caring responsibilities, women, LGBT+ and other groups to provide support and advocacy.
• Support: Family‑friendly policies, flexible benefits including voluntary benefits, retail vouchers and discounts; childcare voucher alternatives such as Tax‑Free Childcare; paid paternity, adoption and maternity leave; free annual sight tests for computer‑screen users.

Diversity & Inclusion:

We are a Disability Confident employer and are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, offering reasonable adjustments throughout all stages of the recruitment process and in the workplace.