Reception & Admin Assistant – Probation Service in Leeds

Probation Employment Pathway (PEP) is a recruitment scheme targeted at supporting individuals who have a history of criminal convictions and who face barriers to employment. PEP is open to anyone who within the last 10 years has received:

• A custodial conviction and has been released from prison
• A conviction resulting in a community sentence
• A conditional discharge
• An out of court disposal

The Probation Employment Pathway is an exception to fair and open competition and is only open to eligible applicants. Eligible applicants who pass our assessment processes will be offered up to a 2 year fixed‑term appointment, under an accredited Exception 2 scheme within the Civil Service Recruitment Principles.

Overview of the job: 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.

Responsibilities, Activities & Duties:

• First point of contact for Probation Service: greet people on probation and visitors professionally both face‑to‑face and via telephone and email, log their arrival and departure, ensure the appropriate member of staff is notified and issue visitor passes and security fobs as necessary.
• Use observation and situational awareness to use tact and diplomacy to diffuse potentially violent situations and recognise where additional support is required, be that internal management or external security/policing presence, and to be alert to conversations that might indicate a safeguarding/risk issue 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.
• Deal with all logistics for a building including managing all mail items, ordering PPE and office stationery, meeting room equipment, taking delivery of items and ensuring they get to the right 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, including acting as key holder, operating the physical security of the building, the testing of fire alarms, testing panic alarms, monitoring CCTV and assisting evacuation measures and where necessary to act as Fire Warden/First Aider and in the absence of a line manager to support risk assessments where trained.
• Log building faults and incidents and keep a log of maintenance and repairs escalating issues through the appropriate channels and making decisions (within guidelines) on the urgency of the faults in order to maintain the security of the building.
• In the absence of the Senior Admin Officer escort contractors and visitors around the building.
• Support the case administration of Person on Probation by providing a confidential and high‑level administrative support service to operational teams, including: process and update computer‑based and manual files and filing systems; use a range of computer software in providing comprehensive administration support; produce a range of documentation and correspondence; access databases for information as necessary and input information; scan and archive data, some of which is sensitive and highly confidential.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re‑examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

Core Hours include regular unsocial hours (evenings and/or weekends) as determined by the business need. The job holder is expected 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.

Ability: Must have proven proficiency in ICT skills across the full range of Microsoft Office applications. Must have excellent verbal and written communication skills.

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