Receptionist in Knowsley

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 post holder must promote diversity and anti‑discriminatory practice in the performance of the post in a way that embraces Equality and values Diversity.

Core Hours

Core Hours include regular unsocial hours (evenings and/or weekends) as determined by the business need. The role will include evening work on a rota basis.

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, recognise where additional support is required, and take appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
• Answer all enquiries while on 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.
• Manage all building logistics, including managing all mail items, ordering PPE and office stationery, managing meeting room equipment, taking delivery of items and ensuring they reach the correct destination, and booking room, hot desk and car parking.
• Handle bus fares/travel warrants and 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, acting as key holder, operating the physical security systems, testing fire and panic alarms, monitoring CCTV, assisting evacuation measures, and where necessary acting as Fire Warden/First Aider and supporting risk assessments.
• Log building faults and incidents, maintain a log of maintenance and repairs, and make decisions on the urgency of faults within guidelines to maintain building security.
• Support the case administration of Person on Probation by providing a confidential and high‑level administrative service to operational teams, which includes:
• 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 and input 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

Qualifications

GCSE A‑C grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in a commensurate role.

Desirable Qualifications

IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL.

Experience

• Has worked in criminal justice field.
• Has experience of working in high‑pressure/stressful working environments.
• Has experience in customer relations.
• Experience in managing a quality service.

Skills and Abilities

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

Hours of Work (Unsocial Hours)

Additional payments are made for working unsocial hours.

Benefits

• Annual Leave: 25 days on appointment, increasing to 30 days after five years of service, plus public holidays.
• Pension: Local Government Pension Scheme (LGPS) via the Greater Manchester Pension Fund (GMPF).
• Training: Extensive range of training and development opportunities.
• Family Friendly policies: opportunities to work reduced hours or job share.
• Access to flexible benefits such as voluntary benefits, retail vouchers and discounts.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.