pan-London recruitment campaign for Receptionists

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.

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, Activities & Duties:

• Be 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 issue visitor passes and security fobs as necessary.
• 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 relating to basic information about the Probation Service and local Person on Probation support services.
• 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, testing fire alarms, monitoring CCTV and assisting evacuation measures.
• Log building faults and incidents and keep a log of maintenance and repairs escalating issues through the appropriate channels.
• 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.
• 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.

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.

The MoJ 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. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.

Application and Assessment Behaviours Application Form Question Word Limit 250 Communicating and Influencing Managing a Quality Service Experience. We will assess your experience for this role via the following methods: Statement of Suitability Evidence of Experience Statement of Suitability Interview stage assessments.

Strengths will be assessed but these are not shared in advance.

Level of security checks required: DBS Standard Ability Must have proven proficiency in ICT skills across the full range of Microsoft Office applications. Must have excellent verbal and written communication skills.

Experience Desirable:

• Has worked in criminal justice field.
• Has experience of working in high pressure/stressful working environments.
• Has experience in customer relations.
• GCSE A-C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role.
• IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL.

£24,645 - £26,723. In addition, this post attracts a London allowance payment which will be discussed at interview.

Benefits:

• Annual Leave: 25 days on appointment and will increase to 30 days after five years' service, plus public holidays.
• Pension: The National Probation Service is covered by the Local Government Pension Scheme (LGPS).
• Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
• Networks: The opportunity to join employee-run networks that have been established to provide advice and support.
• Support: A range of 'Family Friendly' policies such as opportunities to work reduced hours or job share.

Working for the Civil Service: The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition.

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace.

Diversity & Inclusion: The Civil Service is committed to attract, retain and invest in talent wherever it is found.

A Great Place to Work for Veterans: The