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Administration / Corporate Support

Receptionist – HM Prison & Probation Service in Wales – 67388
£19,087 – £23,182
Multiple Locations

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HMPPS in Wales: 

Preventing victims by changing lives 
HMPPS in Wales works in an integrated way to keep communities in Wales safer and to give the men and women we work with the opportunity to change their lives. We commission and provide offender management services in the community and in custody to deliver the orders of the courts and support rehabilitation. Our aim is to deliver outstanding, seamless offender management services in Wales that protect the public, reduce reoffending, deliver value for money and support our partners.

The Welsh Language Scheme
Welsh Language skills for this post are desirable.

HMPPS yng Nghymru:  

Atal pobl rhag dod yn ddioddefwyr trwy newid bywydau
Mae HMPPS yng Nghymru yn gweithio mewn ffordd integredig i gadw cymunedau yng Nghymru yn fwy diogel, a rhoi cyfle i’r dynion a’r merched hynny rydym yn gweithio â hwy i newid eu bywydau.  Rydym yn comisiynu a darparu gwasanaethau rheoli troseddwyr yn y gymuned a’r carchar i weithredu gorchmynion y llysoedd a chefnogi adsefydlu.  Ein nod yw darparu gwasanaethau rheoli troseddwyr ardderchog ac esmwyth yng Nghymru sy’n gwarchod y cyhoedd, lleihau aildroseddu, cynnig gwerth am arian a chefnogi ein partneriaid.

Y Cynllun Iaith Gymraeg
Mae sgiliau iaith Gymraeg yn ddymunol ar gyfer y swydd hon.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

Rydym yn croesawu ac yn annog ceisiadau gan bawb, yn cynnwys grwpiau sydd wedi’u tangynrychioli yn ein gweithlu ar hyn o bryd, ac rydym yn ymfalchïo mewn bod yn gyflogwr o safon uchel sy’n denu llawer o ymgeiswyr. Ewch i https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

 gael rhagor o wybodaeth am sut rydym yn hyrwyddo amrywiaeth a chynhwysiant yn y gweithle.

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    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
.
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
•    Has worked on a large-scale Change Project/Programme Industry
•    Has worked in field of information management
•    Has a background in assurance work
•    Continuous Improvement experience; understands how to assess process and activity to gauge performance to agree recommendations for positive action

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
•    Continuous Improvement – Practitioner (and/or Six Sigma equivalent) – can be obtained when in post
•    Introduction to UK General Data Protection Regulations 2018 accredited course –
can be obtained when in post

Salary

£19,087 - £23,182

Additional Information

This post requires working between 5pm-8pm as part of the role

Would you like the opportunity to be part of a culture that impacts changing lives? At HMPPS Wales, we can offer you the opportunity to make a difference to wider society. You’ll experience job and personal satisfaction whilst also reaping the organisational rewards and benefits. From attractive holiday allowance, promotion opportunities, access to training, flexible working, generous maternity and employer contribution pension scheme. These are to list just a few, want to know more? Apply for that job now.

Hoffech chi’r cyfle i fod yn rhan o ddiwylliant sy’n helpu i newid bywydau? Yng Ngwasanaeth Carchardai a Phrawf Ei Mawrhydi Cymru, gallwn roi’r cyfle i chi wneud gwahaniaeth i gymdeithas yn ehangach. Bydd yn cynnig boddhad personol a boddhad mewn swydd, a gallwch hefyd elwa ar fanteision a buddion o fewn y sefydliad, megis lwfans gwyliau deniadol, cyfleoedd dyrchafiad, mynediad at hyfforddiant, trefniadau gweithio hyblyg, buddion mamolaeth a chyfraniadau pensiwn hael gan gyflogwr. Nid yw hon yn rhestr gynhwysfawr – eisiau gwybod mwy? Gwnewch gais am y swydd nawr.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.  

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.

Standard working hours are 37 hours per week excluding breaks which are unpaid. 

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro-rata basis

Pension

The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).  Please visit www.gmpf.org.uk for further information.

Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.

Eligibility

All candidates are subject to security and identity checks prior to taking up post

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.