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 post holder works collaboratively with other team members to provide reception duties and a range of administrative support services. The job holder may support a number of teams/functions within the operational area and offers cover during periods of absence, for which training will be provided. The post 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 regarding the sensitive/confidential nature of information handled. Core Hours include regular unsocial hours (evenings and/or weekends) as determined by business need. The MoJ offers Hybrid Working arrangements where business need allows.
Responsibilities, Activities & Duties
* Be the first point of contact for Probation Service and greet people on probation and visitors professionally face to face and via telephone and email; log arrival and departure, notify the appropriate staff, issue visitor passes and security fobs as necessary.
* Use tact and diplomacy to diffuse potentially volatile situations, recognise when additional support is required, be alert to safeguarding or risk issues, and take remedial action such as emailing the Probation Practitioner and updating Delius.
* Answer enquiries at Reception regarding basic Probation Service information and local support services (e.g., food banks); refer more technical enquiries to an appropriate manager.
* Manage building logistics, including mail items, PPE and stationery orders, meeting room equipment, deliveries, room/hot desk/car parking bookings, event preparation and registration.
* Process payments such as bus fares/travel warrants and handle day-to-day petty cash, including collection and transport between Probation properties.
* Support health and safety and security of the building, including acting as key holder, monitoring CCTV, testing fire/panic alarms, assisting evacuations, and acting as Fire Warden/First Aider where trained.
* Log building faults and incidents, maintain maintenance/repair logs, escalate issues appropriately, and assist in escorting contractors and visitors when required.
* Provide confidential, high-level administrative support to operational teams for case administration as needed, including handling sensitive information:
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o Process and update computer-based and manual files and filing systems
o Use a range of software to provide comprehensive administration support
o Produce a range of documentation and correspondence
o Access databases for information and input data as required
o Scan and archive data, including sensitive/confidential material
The duties listed describe the post as it is at present and are not exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level as necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and will be discussed with the job holder.
Qualifications & Skills
* Must have proven proficiency in ICT skills across the full range of Microsoft Office applications
* Must have excellent verbal and written communication skills
* Desirable: experience in the criminal justice field and experience working in high pressure environments
* Experience in customer relations; GCSEs A–C including Maths and English (or equivalent), IT qualification (e.g., ECDL/CLAIT or equivalent work experience to the competency level of ECDL)
* Ability to operate in a confidential environment with a high level of integrity
* DBS Standard level security checks required
Working Arrangements & Benefits
* Hybrid Working arrangements where business need allows; arrangements discussed and agreed with successful candidates and subject to regular review
* Standard full-time working hours are 37 hours per week; HMPPS welcomes part-time, flexible and job-sharing patterns where they meet role and business needs
* Location: MoJ office location (nearest Justice Collaboration Centre or Justice Satellite Office); pre-employment checks apply
* A range of Civil Service benefits including annual leave, pension, training, networks, and family-friendly policies
* Equality, Diversity & Inclusion commitments and disability-adjustment options in recruitment
Other Information
Please note: You must ensure that any evidence submitted as part of your application (CV, statement of suitability, behaviour examples) is truthful and factually accurate. Plagiarism policies apply. For more information about applying and eligibility, see the posting details.
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