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 role includes reception duties, a range of administrative support services and covers during periods of absence. The post holder must promote diversity and anti‑discriminatory practice, adhere to all policies regarding sensitive/confidential information, and commit to core working hours which may also include unsocial hours such as evenings and weekends as determined by the business.
Summary
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
* Act as the first point of contact for the Probation Service, greeting 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; issuing visitor passes and security fobs as necessary.
* Exercise observational and situational awareness to use tact and diplomacy to diffuse potentially violent situations; recognise where additional support is required (internal management or external security/policing); remain 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; refer more technical enquiries to an appropriate manager.
* Handle building logistics, including managing all mail items, ordering PPE and office stationery, meeting‑room equipment, taking delivery of items and ensuring they reach the right destination; manage room, hot‑desk and car parking bookings; support and service meeting rooms, prepare for events and event registration as required.
* Pay bus fares/travel warrants to people on probation and manage day‑to‑day petty cash, including collection and transport of petty cash and travel warrants between Probation properties.
* Maintain health and safety and security aspects of the building: act as key holder, operate the physical security of the building, test fire alarms, test panic alarms, monitor CCTV, assist evacuation measures and, where necessary, act as Fire Warden/First Aider; support risk assessments when trained.
* Log building faults and incidents, keep a maintenance and repairs log, and, within guidelines, decide on the urgency of faults to maintain building security; escort contractors and visitors around the building in the absence of the Senior Admin Officer.
* Support the case administration of Persons on Probation by providing confidential and high‑level administrative support to operational teams, including:
* Processing and updating computer‑based and manual files and filing systems.
* Using a range of computer software to provide comprehensive administration support.
* Producing a range of documentation and correspondence.
* Accessing databases for information as necessary and inputting information as required.
* Scanning and archiving data, some of which is sensitive and highly confidential.
The duties and responsibilities listed above describe the post as it is at present and are 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.
Hours of Work
Unsocial hours are allowed; additional payments are made for working unsocial hours.
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