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 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, embracing Equality and values Diversity. The post holder must adhere to all policies in respect of the sensitive and confidential nature of the information handled. 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, Activities & Duties
- To be the first point of contact for Probation Service; 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 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. 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: manage all mail items, order PPE and office stationery, meeting room equipment, take delivery of items and ensure they reach the right destination. Manage 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, testing 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, maintain a log of maintenance and repairs, and escalates issues through the appropriate channels, making decisions within guidelines on the urgency of the faults to maintain security. Escort contractors and visitors around the building in the absence of the Senior Admin Officer.
- Provide support to the case administration of Person on Probation by delivering confidential administrative support to operational teams, including:
- 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 as necessary and input information as required.
- Scan and archive data, some of which is sensitive and highly confidential.
The duties and responsibilities listed above describe the post as it is at present and are 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.
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
Desirable experience includes working in a criminal justice field, working in high‑pressure or stressful working environments, and experience in customer relations.
Qualifications
Essential
- GCSE A*‑C Grade (or equivalent) including Maths and English (and Welsh where applicable) or a 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 are included in the standard 37‑hour week. Additional payments are made for working unsocial hours.
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. The role can be worked from your base location, other MoJ sites and/or from home, but only within the UK. Arrangements are discussed and agreed with the successful candidate and are subject to regular review.
Benefits
- Annual leave of 25 days on appointment, increasing to 30 days after five years’ service, plus public holidays. Leave for part‑time and job‑share posts will be calculated on a pro‑rata basis.
- Pension: Covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund.
Equal Opportunities
All applicants will be considered under the Civil Service Commission's recruitment principles. The MoJ is a Disability Confident employer, committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities by making reasonable adjustments throughout the recruitment process.
