Overview of the job
This is an administrative role within the Probation Service (PS) Directorate at HMPPS. The job holder reports to the designated Line Manager and supports business-specific and transactional office activities.
The role involves working collaboratively with team members to provide reception duties and administrative support, including covering various teams/functions during absences, with training provided.
The post requires promoting diversity and anti-discriminatory practices, adhering to policies related to sensitive/confidential information, and working within core hours that include evenings and weekends as needed.
Summary
The main objective is to serve as the first point of contact for visitors and callers, providing administrative functions according to service policies and procedures.
Responsibilities include:
1. Greeting visitors professionally, logging their arrival/departure, issuing passes, and notifying staff.
2. Using tact and situational awareness to manage potentially volatile situations and escalate issues appropriately, including safeguarding concerns.
3. Answering inquiries about the Probation Service and referring technical questions to managers.
4. Managing building logistics such as mail, PPE, office supplies, meeting room bookings, and supporting event setups.
5. Handling petty cash, travel warrants, and supporting transport of cash between sites.
6. Maintaining health and safety/security measures, including acting as key holder, operating security systems, and supporting evacuation procedures.
7. Logging faults and incidents, escalating issues, and supporting maintenance activities.
8. Providing confidential administrative support for case administration, including file management, document production, database access, and archiving.
The role may include additional tasks and adjustments, which will be discussed with the job holder.
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