91941 - Receptionist, Yorkshire and The Humber Probation Service, Kirklees, Full Time and Part Time
Number of jobs available: 2
Detail of reserve list: 12 Months
Region: Yorkshire and the Humber
City/Town: Dewsbury, Huddersfield
Building/Site: NMS Church House, HD1 1SG, NPS 30 ALBION STREET DEWSBURY, WF13 2AJ
Grade: Other
NPS Pay Band: 2 National
Post Type: Permanent
Working Pattern: Full Time, Part Time
Role Type: Operational Delivery
Will the successful applicant have line manager responsibilities? No
Receptionists play a key role by being the first point of contact for Yorkshire and the Humber Probation Service. Greeting people on probation and visitors professionally both face to face, via telephone and email, logging their arrival and departure, ensuring the appropriate member of staff is notified. Receptionists also provide vital administrative functions to delivery units in accordance with service policy and procedures.
If you are successful in the recruitment process and join the Probation Service, your starting salary will be £23,250. The Probation Service offers the opportunity for annual pay progression. To be successful in this role:
* You’ll love learning new things and can adapt to meet the needs of our organisation.
* You’ll be prepared to use your own initiative and enjoy working as part of a team.
* Multitasking will be second nature, ensuring tight deadlines are met.
* You’ll use Agile methodologies and promote a culture of continuous improvement.
* You will be at ease working closely with other teams collaborating across diverse business areas with a range of people.
Base is going to be Dewsbury but expectation to work across both Huddersfield and Dewsbury sites when needed. Late nights up until 9pm twice a week. Will work on a rota and receptionists will take turns doing the late nights.
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.
NB: 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
The job holder will be required to carry out the following responsibilities, activities and duties:
* To 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 issuing visitor passes and security fobs as necessary.
* Through observation and situational awareness, use tact and diplomacy to diffuse potentially violent situations and recognize 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.
* Manage 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, supporting and servicing 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 acting as Fire Warden/First Aider and in the absence of a line manager supporting 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.
* When necessary, support the case administration of Persons on Probation by providing confidential and high-level administrative support service to operational teams, including:
o Processing and updating computer-based and manual files and filing systems.
o Using a range of computer software in providing comprehensive administration support.
o Producing a range of documentation and correspondence.
o Accessing databases for information as necessary and inputting information as required.
o Scanning and archiving 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.
Behaviours
• Delivering at Pace
• Communicating and Influencing
• Changing and Improving
• Managing a Quality Service
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
• Experience working in the criminal justice field.
• Experience of working in high pressure/stressful working environments.
• Experience in customer relations.
Technical Qualifications Essential
• GCSE A*-C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in a commensurate role.
Qualifications Desirable
• IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL.
Hours of Work (Unsocial Hours) Allowances
Additional payments are made for working unsocial hours.
The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.
Mandatory Eligibility Requirements
Qualifications:
GCSE A*-C Grade (or equivalent), including Maths and English (and Welsh where applicable) or proven track record in a commensurate role.
Additional Information
Working Arrangements & Further Information
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 (please be aware that this role can only be worked in the UK and not overseas). 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.
For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
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.
Benefits
The MoJ offers a range of benefits:
Annual Leave
A nnual leave is 25 days on appointment and will increase 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
The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information.
Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto-enrolled into the Local Government Pension Scheme.
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 and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.
Eligibility
All candidates are subject to security and identity checks prior to taking up post.
Support
o A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
o Access to flexible benefits such as voluntary benefits, retail vouchers, and discounts on a range of goods and services.
o For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
o Paid paternity, adoption, and maternity leave.
o Free annual sight tests for employees who use computer screens.
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 outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order:
o To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or email Moj-recruitment-vetting-enquiries@gov.sscl.com);
o To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
o To the Civil Service Commission (details available here).
As a Disability Confident employer, MoJ is 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. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.
For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage.
Diversity & Inclusion
The Civil Service is committed to attracting, retaining, and investing in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
Some roles in probation require employees to have access to additional intelligence systems that require a higher level of vetting. An example of this is the multi-agency ‘Visor’ system. If you are applying for a role that requires you to access systems such as Visor, you will be expected to undertake additional vetting for this once you commence in post, in addition to the pre-employment checks.
Interview dates expected: Week Commencing 16th December 2024.
If you require any assistance please email YatHPS.recruitment@justice.gov.uk. Please quote the job reference - 91941.
Success Profiles
Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours, and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.
We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.
Application form stage assessments
Experience
CV
Use of Artificial Intelligence (AI)
You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability, and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own.
Interview stage assessments
There is 1 interview stage for this vacancy.
Behaviours
Delivering at Pace
Communicating and Influencing
Managing a Quality Service
Strengths may also be assessed at interview but these are not shared in advance.
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment that recognizes and values your previous service in the Armed Forces. For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.
This job is broadly open to the following groups:
• Nationals of the Republic of Ireland
• Nationals of Commonwealth countries who have the right to work in the UK
• Nationals of the EU, Switzerland, Norway, Iceland, or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service.
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