14561 - Receptionist - Permanent - Exeter / Torquay

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.

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:

• Be first point of contact for 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 member of staff is notified and issue visitor passes and security fobs as necessary.
• Use tact and diplomacy to diffuse potentially violent situations and recognise where additional support is required, being alert to conversations that might indicate a safeguarding/risk issue and take appropriate remedial action.
• Answer all enquiries relating to basic information about the Probation Service and local Person on Probation support services.
• Manage all logistics for a building including mail items, ordering PPE and office stationery, meeting room equipment, and managing room, hot desk and car parking bookings.
• Pay bus fares/travel warrants to people on probation and handle day to day petty cash.
• Assist in maintaining Health and Safety and security aspects of the building, including acting as key holder and operating the physical security of the building.
• Log building faults and incidents and keep a log of maintenance and repairs escalating issues through the appropriate channels.
• Support the case administration of Person on Probation by providing a confidential and high-level administrative support service to operational teams.

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: Has worked in criminal justice field.
• Has experience of working in high pressure/stressful working environments.
• Has experience in customer relations.

Qualifications:

• Essential: GCSE A*-C Grade (or equivalent) including Maths and English.
• Desirable: IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience.

Hours of Work: Additional payments are made for working unsocial hours.