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 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: Process and update computer based and manual files and filing systems; Use a range of computer software in providing comprehensive administration support; Produce a range of documentation and correspondence; To access databases for information as necessary and input information as required; Scanning and archiving data, some of which is sensitive and highly confidential.
Qualifications
* GCSE A-C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role. Desirable IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL.
Hours of Work
Hours of Work (Unsocial Hours) Additional payments are made for working unsocial hours. Monday to Friday 9am - 5pm. Up to 2 late nights required (with daytime hours adapted to accommodate) - latest end time 9pm. Potential Saturday daytime required.
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 (please be aware that this role can only be worked in the UK and not overseas). 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.
Benefits and Other Information
The MoJ offers a range of benefits including: annual leave, pension, training, and networks. HMPPS welcomes part-time, flexible and job-sharing working patterns. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS Flexible Working policy. Details of security checks and eligibility are provided in the selection materials. The Civil Service Code and equal opportunity statements apply to applicants, with reasonable adjustments available for candidates with disabilities.
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