Full-time (37 hours a week) position, including one or two evenings up to 9pm.
Overview of the job
This is an administrative role within the Probation Service (PS) Directorate at HMPPS. The job holder reports to a designated Line Manager and supports business-specific and transactional office activities. Responsibilities include reception duties, administrative support, and collaboration with team members. The role may require supporting multiple teams and covering during absences, with training provided. The post promotes diversity, anti-discriminatory practices, and confidentiality.
Summary
To serve as the first point of contact for visitors and callers, providing administrative functions in line with service policies and procedures.
Responsibilities, Activities & Duties
* Greeting visitors professionally face-to-face and via telephone/email, logging arrivals/departures, issuing passes, and notifying staff.
* Using tact and situational awareness to manage potentially volatile situations, recognizing safeguarding or risk issues, and taking appropriate action.
* Answering inquiries about the Probation Service and referring technical questions to managers.
* Managing building logistics, including mail, supplies, meeting room bookings, and supporting event preparations.
* Handling petty cash, bus fares, and travel warrants.
* Supporting building health and safety, acting as key holder, monitoring security systems, and assisting with evacuations. May act as Fire Warden/First Aider.
* Logging building faults and incidents, escalating issues, and supporting contractor and visitor management in the absence of senior staff.
* Providing confidential administrative support for Person on Probation case management, including file processing, data entry, document production, and archiving.
This description is not exhaustive; additional tasks may be assigned as necessary. Adjustments will be discussed with the job holder.
Additional Information
This vacancy uses Success Profiles to assess Behaviours, Strengths, Experience, and Technical skills. Successful candidates will undergo a criminal record check and baseline personnel security checks.
Eligibility
This role is open to UK nationals, Irish nationals, Commonwealth citizens with right to work in the UK, certain EU/EEA nationals with settled or pre-settled status, and individuals with indefinite or limited leave to remain who were eligible under EUSS rules.
Competencies
* Delivering at Pace
* Communicating and Influencing
* Changing and Improving
* Managing a Quality Service
Requirements
* Proficiency in ICT and Microsoft Office Suite
* Excellent verbal and written communication skills
Desirable Experience
* Experience in criminal justice
* Experience in high-pressure environments
* Customer relations experience, GCSE A-C or equivalent, IT qualifications like ECDL/CLAIT or equivalent experience
Hours and Benefits
Additional payments for unsocial hours. Benefits include learning opportunities, flexible working, inclusion and diversity culture, Civil Service pension (employer contribution 28.97%), annual leave, public holidays, and season ticket loan.
For more information, visit the recruitment page.
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