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, providing administrative support services, and working collaboratively with team members. The post holder may support multiple teams/functions within the operational area and may provide cover during periods of absence with training provided. The post holder must promote diversity and anti-discriminatory practice and adhere to policies regarding the sensitive/confidential nature of information handled. Core Hours include regular unsocial hours as determined by business need.
Responsibilities, Activities & Duties
* Be the first point of contact for the Probation Service, greet visitors professionally (face to face, by telephone, and by email), log arrivals/departures, notify appropriate staff, and issue visitor passes and security fobs as necessary.
* Use tact and diplomacy to diffuse potentially violent situations, recognise when additional support is required (internal management or external security/policing), be alert to safeguarding/risk indicators, and take remedial action (e.g., emailing the Probation Practitioner and updating Delius).
* Answer enquiries at 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, PPE and office stationery orders, meeting room equipment, deliveries, room/hot desk/car parking bookings, and event preparation/registration as required.
* Handle day-to-day petty cash, pay bus fares/travel warrants, and transport cash/travel warrants between Probation properties.
* Support Health & Safety and security: act as key holder, operate building security, test fire/panic alarms, monitor CCTV, assist evacuations, act as Fire Warden/First Aider, and support risk assessments where trained.
* Log building faults/incidents, maintain maintenance/repair logs, escalate issues through appropriate channels, and make urgency decisions within guidelines to maintain security. In the absence of the Senior Admin Officer, escort contractors and visitors as required.
* Provide confidential, high-level administrative support to operational teams for case administration (Person on Probation), including:
o Process and update computer-based and manual files and filing systems
o Use a range of computer software to provide comprehensive administration support
o Produce a range of documentation and correspondence
o Access databases as necessary and input information
o Scan and archive data, including sensitive and highly confidential information
Qualifications and Skills
* IT qualification equivalent, e.g. ECDL/CLAIT or equivalent work experience at the competency level of ECDL
* Proven proficiency in ICT skills across the full range of Microsoft Office applications
* Excellent verbal and written communication skills
Working Arrangements & Benefits
* Hybrid working may be available where business needs allow; arrangements discussed and agreed with successful candidates and subject to regular review.
* Standard full-time hours are 37 per week (excluding unpaid breaks); part-time, flexible, and job-sharing patterns will be considered.
* There is a requirement to cover late-night reporting (up to 7pm) once per week and to cover other office locations in the Gateshead and South Tyne PDU areas as needed.
* New entrants join at the entry point salary for the advertised band; existing Civil Servants’ salaries follow transfer/promotion rules.
* MoJ offers a range of benefits, including annual leave, pension, training, networks, and family-friendly policies.
Behavioural Standards and Assessment
* Delivering at Pace
* Communicating and Influencing
* Changing and Improving
* Managing a Quality Service
Additional Information
* Security and identity checks are required prior to taking up post.
* Eligibility for flexible benefits, childcare support schemes, and government schemes is described in the full vacancy details.
* Disability and inclusion initiatives are supported; adjustments can be requested during recruitment and employment.
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