Receptionist - Havant, Hampshire (South Central)

Overview: 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.

Summary: 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:

• Be the 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 issuing visitor passes and security fobs as necessary.
• Use observation and situational awareness to diffuse potentially violent situations, recognising when additional support is required, and alert to conversations that might indicate a safeguarding/risk issue, taking appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all enquiries at reception relating to basic information about the Probation Service and local Person on Probation support services such as the provision of food banks, referring more technical enquiries to an appropriate manager.
• Handle all building logistics including managing mail items, ordering PPE and office stationery, meeting room equipment, taking delivery of items and ensuring they reach the correct destination, and managing room, hot desk and car parking bookings; 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 physical security, testing fire and panic alarms, monitoring CCTV and assisting evacuation measures; act as Fire Warden/First Aider and, in the absence of a line manager, support risk assessments where trained.
• Log building faults and incidents, keep a log of maintenance and repairs, escalating issues through the appropriate channels and making decisions (within guidelines) on fault urgency to maintain building security; escort contractors and visitors around the building where necessary.
• Support the case administration of Person on Probation by providing confidential and high‑level administrative support to operational teams, including processing and updating computer‑based and manual files and filing systems.
• Using a range of computer software to provide comprehensive administration support.
• Producing a range of documentation and correspondence.
• Accessing databases for information as necessary and inputting information as required.
• Scanning and archiving data, some of which is sensitive and highly confidential.

Behaviours:

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

Ability:

• Proven proficiency in ICT skills across the full range of Microsoft Office applications.
• Excellent verbal and written communication skills.

Experience:

• Experience in the criminal justice field.
• Experience working in high‑pressure or stressful working environments.
• Experience in customer relations.

Qualifications:

• Essential – GCSE A*–C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in a commensurate role.
• Desirable – IT qualification equivalent (e.g., ECDL/CLAIT) or equivalent work experience to the competency level of ECDL.

Hours of Work (Unsocial Hours) Allowances: Additional payments are made for working unsocial hours.

Office Hours: The Havant Probation office is open 08:30 – 17:00 three days a week and 08:30 – 19:00 two days a week. We are seeking reception staff on a full‑time (37 hours) or part‑time basis with some flexibility around working hours.

Working Arrangements: The Ministry of Justice offers hybrid working arrangements where business need allows. This is an informal, non‑contractual form of flexible working that blends working from your base location, different MoJ sites and/or from home. Some roles will not be suitable for hybrid working; arrangements will be discussed and agreed with the candidate as part of the selection process.

Benefits:

• Annual leave of 25 days on appointment, increasing to 30 days after five years of service, plus public holidays. Leave for part‑time and job‑share posts will be calculated on a pro‑rata basis.
• Pension: The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
• Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
• Networks: There are employee‑run networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees, facilitating advice, support and voice to senior management.
• Support: Family‑friendly policies such as job sharing or reduced hours. Access to flexible benefits, voluntary benefits, retail vouchers and discounts. Paid paternity, adoption, and maternity leave. Free annual sight tests for employees who use computer screens.

Nationality: UK nationals, Nationals of the Republic of Ireland, Nationals of Commonwealth countries who have the right to work in the UK, Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members with settled or pre‑settled status under the European Union Settlement Scheme (EUSS), Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members who have made a valid application for settled or pre‑settled status under the EUSS, Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020, Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service.