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:
1. Be the 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 issuing visitor passes and security fobs as necessary.
2. Use tact and diplomacy to diffuse potentially violent situations and recognize where additional support is required, whether that be internal management or external security/policing presence, and be alert to conversations that might indicate a safeguarding/risk issue, taking appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
3. 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.
4. Manage all logistics for a building including mail items, ordering PPE and office stationery, meeting room equipment, taking delivery of items, 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.
5. 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.
6. 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, and where necessary to act as Fire Warden/First Aider and in the absence of a line manager to support risk assessments where trained.
Where this campaign creates a reserve/merit list, subsequent vacancies with the same job description within the NW region may draw on this list. We'll assess you against these behaviours during the selection process:
* Communicating and Influencing
* Changing and Improving
* Managing a Quality Service
Benefits
* Access to learning and development
* A working environment that supports a range of flexible working options to enhance your work-life balance
* A working culture which encourages inclusion and diversity
* A Civil Service pension with an employer contribution of 28.97%
* Annual Leave
* Public Holidays
* Season Ticket Advance
For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
Link: Candidate Information Page
Things you need to know
Selection process details
This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience. Feedback will only be provided if you attend an interview or assessment.
Security
Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard checks.
Nationality requirements
This job is broadly open to the following groups:
* UK nationals
* 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
Further information on nationality requirements is available.
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