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, with potential to support multiple teams/functions within the operational area and provide cover during periods of absence. Training will be provided. The post holder must promote diversity and anti-discriminatory practice, adhere to policies regarding sensitive/confidential information, and observe core hours which include regular unsocial hours (evenings and/or weekends) as determined by the business need.
To provide an effective and efficient first point of contact with all visitors, telephone callers and undertake administrative functions in accordance with service policy and procedures.
Responsibilities, Activities & Duties
* Be the first point of contact for Probation Service and greet people on probation and visitors professionally face to face and via telephone/email; log arrival/departure, notify the appropriate staff, issue visitor passes and security fobs as necessary.
* Use tact and diplomacy to diffuse potentially difficult situations; recognise when additional support is required (internal management or external security/policing presence) and be alert to safeguarding/risk issues; take remedial action such as emailing the Probation Practitioner and updating Delius where appropriate.
* Answer enquiries about the Probation Service and local support services; refer more technical enquiries to an appropriate manager.
* Manage building logistics including mail, PPE and office stationery orders, meeting room equipment, deliveries, room/hot desk/car parking bookings, and event preparation/registration as required.
* Handle travel fares/travel warrants and petty cash handling between Probation properties.
* Assist in Health and Safety and security: act as key holder, operate building security, test fire/panic alarms, monitor CCTV, assist evacuation measures, and act as Fire Warden/First Aider where trained; support risk assessments in absence of the line manager.
* Log building faults/incidents, maintain maintenance logs, escalate issues through appropriate channels, and assist in escorting contractors/visitors when required.
* Provide confidential, high-level administrative support to operational teams for case administration of Person on Probation, including: processing/updating computer-based/manual files, using a range of software, producing documentation, accessing databases, and scanning/archiving sensitive data.
The duties listed describe the post as it is at present and are not exhaustive; reasonable alterations and additional tasks of similar level may be required, with discussion with the job holder if significant adjustments are needed.
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.
* Experience in a criminal justice environment (desirable).
* Experience in high-pressure/stressful environments and in customer relations (desirable).
Working Arrangements & Additional Information
The MoJ offers hybrid working where business needs allow. Some roles may not be suitable for hybrid working. Arrangements will be discussed with the successful candidate and reviewed regularly. Nationally advertised roles will be appointed to a MoJ office location, possibly near a Justice Collaboration Centre or Justice Satellite Office. Standard full-time hours are 37 per week, with additional requirements to cover late-night reporting (up to 7pm once per week) and potential coverage at other offices in the Durham and Darlington PDU areas. The role may require working outside usual hours and traveling to other MoJ sites as needed.
We offer a range of benefits including annual leave, pension, family-friendly policies, flexible benefits, and other support services. MoJ is committed to diversity and inclusion and operates as a Disability Confident employer with reasonable adjustments during recruitment and employment processes.
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