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. Core Hours 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
The job holder will be required to carry out the following responsibilities, activities and duties:
* Be the first point of contact for the 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 staff are notified and issue visitor passes and security fobs as necessary.
* Use tact and diplomacy to diffuse potentially violent situations and recognise when additional support is required, including internal management or external security/policing presence, and be alert to conversations that might indicate safeguarding/risk issues; take appropriate remedial action such as emailing the Probation Practitioner and updating Delius.
* Answer enquiries received at Reception relating to basic information about the Probation Service and local People on Probation support services (e.g., provision of food banks), referring more technical enquiries to an appropriate manager.
* Manage building logistics including mail items, ordering PPE and office stationery, meeting room equipment, taking deliveries, and ensuring items reach the correct destination; manage room, hot desk and car parking bookings, support and service meeting rooms, and assist with events and event registration as required.
* 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.
* Assist in maintaining Health and Safety and security aspects of the building, including acting as key holder, operating physical security, testing fire and panic alarms, monitoring CCTV and assisting evacuation measures; act as Fire Warden/First Aider and, in the absence of a line manager, support risk assessments where trained.
* Log building faults and incidents and keep a maintenance log; escalate issues through appropriate channels and make decisions (within guidelines) on the urgency of faults to maintain building security; in the absence of the Senior Admin Officer escort contractors and visitors around the building.
* Support case administration of Person on Probation by providing confidential, high-level administrative support to operational teams, including:
o Process and update computer-based and manual files and filing systems
o Use a range of computer software to provide comprehensive administration support
o Produce a range of documentation and correspondence
o Access databases for information as necessary and input information as required
o Scanning and archiving data, some of which is sensitive and highly confidential
* The duties/responsibilities listed 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 as necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and will be discussed with the job holder in the first instance.
* IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the competency level of ECDL
Hours and Additional Information
Hours of Work (Unsocial Hours): Additional payments are made for working unsocial hours. This role may be extended and/or made permanent. Working arrangements include hybrid options where business needs allow. The MoJ offers hybrid working (base location, MoJ sites and/or home) and some roles may not be suitable for hybrid working. Terms are to be discussed and agreed with successful candidate(s) and are subject to regular review. Standard full-time hours are 37 per week, excluding unpaid breaks. HMPPS welcomes part-time, flexible and job-sharing patterns where they meet the role and business needs.
Qualifications and Competencies
Essential
* Proficiency in ICT across the full range of Microsoft Office applications
* Excellent verbal and written communication skills
Desirable
* Experience in the criminal justice field
* Experience working in high-pressure environments
* Experience in customer relations
Assessment and Selection: We will assess experience via application questions and interview.
Benefits and Other Information
The MoJ offers a range of benefits including:
* Annual leave: 25 days on appointment, rising to 30 after five years plus public holidays; pro-rata for part-time roles
* Pension: Local Government Pension Scheme (LGPS) through GMPF; current Civil Servants may be opted out of PCSPS and auto enrolled in LGPS
* Training and development opportunities
* Employee networks for diversity and inclusion
* Support for family-friendly policies and flexible working arrangements
* Disability-related adjustments during recruitment
* Access to flexible benefits and childcare information
Other information: This role may be subject to security and identity checks prior to appointment. Diversity and inclusion initiatives and Civil Service commitments apply. Redeployment opportunities may be available for those at risk of redundancy.
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