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 business-specific and transactional office-based activities. The role involves reception duties and a range of administrative support services, with potential to support multiple teams/functions within the operational area. Training will be provided for periods of absence cover. The post holder must promote diversity and anti-discriminatory practice and adhere to policies regarding sensitive/confidential information. Core Hours include regular unsocial hours (evenings and/or weekends) as determined by business need.
Responsibilities, Activities & Duties
* First point of contact for Probation Service and visitors; greet people professionally, log arrivals and departures, notify appropriate staff, issue visitor passes and security fobs as necessary.
* Use tact and diplomacy to diffuse potentially volatile situations; recognize when additional support is required and take appropriate remedial action, such as emailing the Probation Practitioner and updating Delius; be alert to safeguarding/risk issues.
* Answer enquiries related to Probation Service and local support services; refer more technical questions to an appropriate manager.
* Deal with logistics for the building: manage mail, order PPE and office stationery, arrange meeting room equipment, receive deliveries, and manage room/hot desk/car parking bookings; support and service meetings and events as required.
* Process payments (bus fares/travel warrants) and handle day-to-day petty cash and transport of petty cash and travel warrants between Probation properties.
* Assist in Health & Safety and security: act as key holder, monitor security systems, test fire/panic alarms, monitor CCTV, assist evacuations, act as Fire Warden/First Aider, and support risk assessments where trained.
* Log building faults and incidents, maintain maintenance/repair logs, escalate issues, and assist with escorting contractors/visitors when needed.
* Provide confidential, high-level administrative support to operational teams for case administration, including:
o Process and update computer-based and manual files and filing systems
o Use a range of computer software to provide administration support
o Produce documentation and correspondence
o Access and input data in databases as required
o Scanning and archiving data, including sensitive and highly confidential information
* The duties described are not exhaustive and may be altered or expanded as necessary; significant adjustments may require re-examination under the Job Evaluation Scheme, with discussion in the first instance with the job holder.
Qualifications & Requirements
* IT qualification equivalent, e.g. ECDL/CLAIT or equivalent work experience to the competency level of ECDL
* Proficiency in ICT across the full range of Microsoft Office applications
* Excellent verbal and written communication skills
Desirable Experience & Abilities
* Experience in the criminal justice field
* Experience working in high pressure/stressful environments
* Experience in customer relations
* GCSE A–C (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in a commensurate role
Working Arrangements
The MoJ offers Hybrid Working where business needs allow. Arrangements are informal, non-contractual and may involve blending work from base location, MoJ sites, or home. Some roles may not be suitable for Hybrid Working and arrangements will be discussed and agreed with the successful candidate(s).
Notes: Roles advertised nationally will be appointed to a MoJ office location, which may include nearest Justice Collaboration Centre or Justice Satellite Office. Pre-employment checks apply.
Additional Information
* Standard full-time hours are 37 per week (unpaid breaks).
* New entrants join at the entry point salary for the advertised band; existing Civil Servants are paid according to transfer/promotion rules.
* Receptionist role requires late-night reporting (up to 7pm, once per week) to assist Probation Practitioners with appointments outside usual hours; other office locations within Gateshead and South Tyne PDU areas may be required.
* Flexible working: HMPPS supports part-time, flexible and job-sharing patterns where feasible.
Benefits & Diversity
* Annual leave: 25 days on appointment, increasing to 30 days after five years, plus public holidays (pro-rated for part-time).
* Pensions: LGPS via GMPF; current Civil Servants on PCSPS transferring as applicable.
* Training and development opportunities; access to employee networks supporting diversity and inclusion.
* Disability adjustments and flexible recruitment processes; eligible for interview arrangements for disabled candidates.
* Redeployment opportunities for staff at risk of redundancy.
Equality & Compliance
The Civil Service Code applies; MoJ is committed to equality, diversity and inclusion and to being a Disability Confident employer. Applicants will undergo security and identity checks prior to taking up post.
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