Job Evaluation Assurance and Support Team

Reward Team

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, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities 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.

• 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

o

o

o

Process and update computer based and manual files and filing systems

Use a range of computer software in providing comprehensive

administration support

Produce a range of documentation and correspondence

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 (Unsocial Hours) Allowances

Additional payments are made for working unsocial hours.