Overview
This role will involve some late night and weekend working. Part time working hours: 18.5 hours. 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.
Responsibilities, Activities & Duties
* To be 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 issue visitor passes and security fobs as necessary.
* Through observation and situational awareness to use tact and diplomacy to diffuse potentially violent situations and recognising where additional support is required, be that internal management or external security/policing presence, and to be alert to conversations that might indicate a safeguarding/risk issue and take appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
* 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.
* To deal with all logistics for a building including managing all mail items, ordering PPE and office stationery, meeting room equipment, taking delivery of items and ensuring they get to the right destination and managing room, hot desk and car parking bookings, support and service meeting rooms including preparing for events and event registration as required.
* To 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.
* To assist in maintaining Health and Safety and security aspects of the building, including acting as key holder, operating the physical security of the building, the testing of 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.
* To log building faults and incidents and keep a log of maintenance and repairs escalating issues through the appropriate channels and making decisions (within guidelines) on the urgency of the faults in order to maintain the security of the building. In the absence of the Senior Admin Officer escorting contractors and visitors around the building.
* Where necessity arises to support the case administration of Person on Probation by providing a confidential and high-level administrative support service to operational teams, to include:
o Process and update computer based and manual files and filing systems
o Use a range of computer software in providing comprehensive administration support
o Produce a range of documentation and correspondence
o To access databases for information as necessary and input information as required
o Scanning and archiving data, some of which is sensitive and highly confidential
* The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.
* IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL
Qualifications & Experience
* Ability: Must have proven proficiency in ICT skills across the full range of Microsoft Office applications
* Must have excellent verbal and written communication skills
* Experience Desirable: Has worked in criminal justice field
* Experience Desirable: Has experience of working in high pressure/stressful working environments
* Experience Desirable: Has experience in customer relations, GCSE A-C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role
Working Arrangements
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and/or from home. Some roles will not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS\' Flexible Working policy.
Benefits & Other Information
* Delivering at Pace
* Communicating and Influencing
* Changing and Improving
* Managing a Quality Service
* Ability: Must have proven proficiency in ICT skills across the full range of Microsoft Office applications
* Must have excellent verbal and written communication skills
* Experience Desirable: Has worked in criminal justice field
* Experience Desirable: Has experience of working in high pressure/stressful working environments
Other benefits include: Annual Leave, Pension, Training, Networks, Eligibility and Support policies, and flexible benefits. Details are provided in the source text where applicable. For example: annual leave 25 days rising to 30 with service; Local Government Pension Scheme; family friendly policies; childcare options; and other Civil Service diversity initiatives.
Important Notices
Security and identity checks apply to all candidates. The Civil Service Code and merit-based recruitment apply. Diversity & Inclusion initiatives are in place. Veterans and redeployment opportunities exist. If you need assistance with the application, contact the TBS Recruitment Enquiries Team.
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