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, working collaboratively with other team members. The job holder may support a number of teams/functions within the operational area and will provide cover during periods of absence, with training provided. The post holder must promote diversity and anti-discriminatory practice in the performance of the post, embrace Equality, and value 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.
To provide an effective and efficient first point of contact with all visitors, telephone callers and to undertake administrative functions in accordance with service policy and procedures.
Responsibilities, Activities & Duties
* 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; log arrivals and departures, 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 (internal management or external security/policing presence), be alert to conversations indicating safeguarding or risk issues, and take appropriate remedial action (e.g., emailing the Probation Practitioner and updating Delius).
* Answer enquiries on Reception regarding basic information about the Probation Service and local support services (e.g., food banks); refer more technical enquiries to an appropriate manager.
* Manage building logistics: mail items, order PPE and office stationery, arrange meeting room equipment, receive deliveries, manage room/hot desk/car parking bookings, and support event preparation and registration.
* Handle travel-related payments (bus fares/travel warrants) and petty cash, including collection and transport between Probation properties.
* Assist in maintaining Health and Safety and security aspects of the building, including acting as key holder, monitoring security systems (fire/panic alarms, CCTV), and assisting evacuation; act as Fire Warden/First Aider and support risk assessments where trained, in the absence of a line manager.
* Log building faults and incidents, maintain maintenance/repair logs, escalate issues through appropriate channels, and make decisions on urgency within guidelines to maintain building security; escort contractors/visitors in the absence of the Senior Admin Officer.
* Provide confidential, high-level administrative support to operational teams for case administration on Person on Probation as required; duties include: processing and updating files and filing systems; using a range of software to provide administration support; producing documentation and correspondence; accessing databases and inputting information; scanning and archiving sensitive data.
Qualifications, Skills and Experience
* Must have proven proficiency in ICT across the full range of Microsoft Office applications.
* Must have excellent verbal and written communication skills.
* Desirable: experience in the criminal justice field; experience in high-pressure environments; customer relations experience; relevant qualifications or proven track record (e.g., GCSEs including Maths and English or equivalent IT qualifications such as ECDL/CLAIT).
Working Arrangements and Benefits
The MoJ offers hybrid working arrangements where business need allows. This is informal and non-contractual flexible working that blends base location, MoJ sites, and/or home working. Some roles may not be suitable for hybrid working; arrangements will be discussed and agreed with successful candidates and reviewed regularly. Nationally advertised roles may be located at a MoJ office (nearest Justice Collaboration Centre or Justice Satellite Office). Pre-employment checks apply.
Standard full-time hours are 37 per week, excluding unpaid breaks. HMPPS welcomes part-time, flexible and job-sharing patterns where they meet role and business needs.
Evidence submitted with applications (CV, statement of suitability and behaviour examples) must be truthful and accurate. Plagiarism is discouraged, including content generated by AI. Level of security checks required: DBS Standard.
Benefits and Diversity
The MoJ offers a range of benefits, including annual leave (25 days on appointment, increasing to 30 days after five years, plus public holidays), pension through the Local Government Pension Scheme (LGPS), family-friendly policies, flexible benefits, and additional support for diversity and inclusion. The Civil Service Code outlines expected standards of behavior, merit-based recruitment, and channels for feedback. The MoJ supports Disability Confident recruitment and provides adjustments during recruitment and employment processes. Diversity and inclusion initiatives and veteran-friendly programs are also listed where applicable.
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