PS Job Description (JD)
PS Band 2
Directorate: Probation Service
Job Description: Receptionist
Document Ref.
PS-JES-0109 Receptionist v2.0
Document Type
Operational
Version
2.0
Classification
Official
Date of Issue
27 September 2022
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
PS-JES-0109 Receptionist v2.0
PS Job Description
Job Title
Receptionist
Directorate
Probation Service
Band
PS Band 2
Overview of the job
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.
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,
The job holder will be required to carry out the following responsibilities, activities
Activities & Duties
and 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.
PS-JES-0109 Receptionist v2.0
• 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:
o Process and update computer based and manual files and filing systems
o Use a range of computer software in providing comprehensive
administration support
o Produce a range of documentation and correspondence
o To 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 above describe the post as it is at present and is 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.
Behaviours
• Delivering at Pace
• Communicating and Influencing
• Changing and Improving
• Managing a Quality Service
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Ability
• Must have proven proficiency in ICT skills across the full range of Microsoft Office
applications
• Must have excellent verbal and written communication skills
Experience
Desirable
• Has worked in criminal justice field
• Has experience of working in high pressure/stressful working environments
• Has experience in customer relations
Technical
Qualifications Essential
• GCSE A*-C Grade (or equivalent) including Maths and English (and Welsh where
applicable) or proven track record in commensurate role
Qualifications Desirable
• IT qualification equivalent, i.e. ECDL/CLAIT or equivalent work experience to the
competency level of ECDL
Minimum Eligibility
Please do not alter this box
• All candidates are subject to security and identity checks prior to taking up
post.
• All external candidates are subject to 6 months’ probation. Internal
candidates are subject to probation if they have not already served a
probationary period within HMPPS.
• All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
Additional payments are made for working unsocial hours.
(Unsocial Hours)
Allowances
PS-JES-0109 Receptionist v2.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Delivering at Pace
Must have proven
Has worked in criminal justice field
Qualifications Essential
proficiency in ICT skills
GCSE A*-C Grade (or equivalent)
across the full range of
including Maths and English (and Welsh
Microsoft Office
where applicable) or proven track record
applications
in commensurate role
Communicating and Influencing
Must have excellent
Has experience of working in high
Qualifications Desirable
verbal and written
pressure/stressful working
IT qualification equivalent, i.e.
communication skills
environments
ECDL/CLAIT or equivalent work
experience to the competency level of
ECDL
Changing and Improving
Has experience in customer
relations
Managing a Quality Service
PS-JES-0109 Receptionist v2.0