Receptionist in Milton Keynes

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.

Responsibilities

• Be the first point of contact for the 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.
• Through observation and situational awareness 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 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 reach the right destination, managing room, hot desk and car parking bookings, and support and service meeting rooms including preparing for events and event registration as required.
• Pay bus fares/travel warrants for 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 the physical security of the building, testing fire alarms, testing panic alarms, monitoring CCTV, assisting evacuation measures, acting as Fire Warden/First Aider and in the absence of a line manager to support risk assessments where trained.
• Log building faults and incidents, maintain a log of maintenance and repairs, escalating issues through appropriate channels and making decisions (within guidelines) on the urgency of faults to maintain building security; 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 as required. Scan and archive data, some of which is sensitive and highly confidential.

Qualifications

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

Hours of Work

Standard full‑time working hours are 37 hours per week excluding unpaid breaks. Working days are Monday to Friday 9am to 5pm, with unsocial hours: late‑night reporting until 7pm on Mondays and Wednesdays; additional payment is made for working unsocial hours. Working arrangements may include hybrid working where business need allows. Some roles will not be suitable for hybrid working; arrangements to be discussed and agreed with the successful candidate.

Benefits

• Annual leave: 25 days on appointment, increasing to 30 days after five years of service, plus public holidays. Leave for part‑time and job share posts calculated on a pro‑rata basis.
• Pension: covered by the Local Government Pension Scheme (LGPS) via the Greater Manchester Pension Fund.
• Training: extensive opportunities for staff development and training.
• Family Friendly policies: reduced working hours, job sharing options.
• Flexible benefits: voluntary benefits, retail vouchers and discounts on a range of goods and services.
• Paid parental leave: paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.
• Access to child‑care support schemes such as Tax‑free Childcare, if eligible.

All candidates are required to pass security and identity checks before starting employment.