Full-time Receptionist

This administrative role is based within the Probation Service (PS) Directorate in HMPPS. The successful candidate will support business‑specific and transactional office‑based activities, working collaboratively with team members to provide reception duties and a range of administrative support services. The post holder will serve as the first point of contact for visitors, telephone callers and email enquiries, manage logistics for the building, maintain health and safety and security procedures, and provide confidential administrative support to operational teams.

Responsibilities

• Be the first point of contact for probation services, greet visitors face‑to‑face and via telephone and email, log arrivals and departures, issue visitor passes and security fobs.
• Use observation and situational awareness to diffuse potentially violent situations and recognise when additional support is required, acting as a liaison with internal management, external security or policing, and reporting safeguarding or risk issues to the Probation Practitioner and updating Delius.
• Answer general enquiries related to the Probation Service and local Person on Probation support services, referring technical enquiries to an appropriate manager.
• Manage building logistics: handle mail, order PPE and office stationery, arrange meeting‑room equipment, process deliveries, book hot‑desk and car‑parking, prepare meeting rooms and assist with event registration.
• Process bus fares or travel warrants for people on probation and manage petty cash transactions, including transport of cash and travel documents between probation properties.
• Maintain health and safety and security aspects of the building, act as key holder, operate physical security, test fire and panic alarms, monitor CCTV, assist with evacuation measures and work as a Fire Warden/First Aider. Support risk assessments when trained.
• Log building faults and incidents, maintain a repairs and maintenance log, and escalate issues to the appropriate channels, making urgency decisions within guidelines. Escort contractors and visitors when required.
• Provide confidential higher‑level administrative support to operational teams, including processing and updating files, producing documentation and correspondence, accessing databases for information, and scanning and archiving sensitive data.

Qualifications and Experience

• Proven proficiency in ICT, especially across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.
• Has worked in the criminal justice field and in high‑pressure, stressful working environments.
• Experience in customer relations.
• Minimum GCSE A‑C (or equivalent) including Maths and English (and Welsh where applicable) or a proven track record in a commensurate role.
• IT qualification equivalent to ECDL/CLAIT or equivalent work experience to the competency level of ECDL.

Working Conditions

The role offers hybrid working arrangements where business need allows, with the possibility of working from your base location, different MoJ sites, or from home. The position requires the employee to work in the UK and may not be worked from overseas. Standard full‑time hours are 37 hours per week, excluding unpaid breaks. Part‑time, flexible and job‑sharing patterns can be considered in line with HMPPS working‑pattern policies.

Benefits

• Annual leave: 25 days on appointment, increasing to 30 days after five years of service, plus public holidays.
• Pension: National Probation Service membership in the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund.
• Training: Extensive range of staff development and training opportunities provided by the Ministry of Justice.
• Employee networks: Opportunities to join networks for minority ethnic origin, disabilities, caring responsibilities, women, and LGBTQ+ employees.
• Family‑friendly policies: Reduced hours, job sharing, flexible benefits such as voluntary benefits, retail vouchers, and discounts.
• Paid maternity, adoption and paternity leave.
• Free annual sight‑tests for employees who use computer screens.

Equality, Diversity & Inclusion

The Ministry of Justice is a Disability Confident employer and is committed to providing opportunities for all candidates by making adjustments throughout the recruitment process and in the workplace. The MoJ welcomes diversity and values inclusion across its workforce.