Receptionist (Part Time) - Aylesbury (South Central) (Ref: 90239)

HM Prison and Probation Service

Sep 12, 2024

Applications are closed

Job
Full-time
Entry Level
Customer Relations
People, HR & Administration

Requirements

Job Requirements:
- This role may include elements of lone working.
- Hours required Monday 9am - 5:30pm, Tuesday 9am - 5:30pm and Wednesday 11am - 7pm.
- 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.
- Successful candidates must undergo a criminal record check.
- People working with government assets must complete baseline personnel security standard checks.
- Nationals of the Republic of Ireland, nationals of Commonwealth countries who have the right to work in the UK, nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme are eligible to apply.
- The Civil Service embraces diversity and promotes equal opportunities.
- The role is part of the Great Place to Work for Veterans initiative.

Responsibilities

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:
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
Scanning and archiving data, some of which is sensitive and highly confidential

FAQs

What are the working hours for the Receptionist position?

The working hours for the Receptionist position are Monday 9am - 5:30pm, Tuesday 9am - 5:30pm, and Wednesday 11am - 7pm.

Is the role primarily office-based?

Yes, this role is primarily office-based within the Probation Service (PS) Directorate in HMPPS.

Will there be any lone working involved in this position?

Yes, this role may include elements of lone working.

What are the key responsibilities of the Receptionist?

Key responsibilities include greeting visitors and telephone callers, managing logistics for the building, maintaining health and safety, and providing administrative support to operational teams.

Is training provided for this position?

Yes, training will be provided to support various teams/functions and cover during periods of absence.

Do I need to handle confidential information in this role?

Yes, the post holder must adhere to all policies regarding the sensitive/confidential nature of the information handled.

Are there opportunities for learning and development?

Yes, there is access to learning and development as part of the role.

Will the position involve dealing with visitors on probation?

Yes, the job holder will be the first point of contact for individuals on probation and will greet them professionally.

Is previous experience required for this role?

The job description does not specify a required level of experience, but relevant administrative and communication skills would be beneficial.

What benefits are offered for this position?

Benefits include a Civil Service pension with an average employer contribution of 27%, annual leave, public holidays, and season ticket advances.

HM Prison and Probation Service

Preventing victims by changing lives.

Government

Industry

10,001+

Employees

Mission & Purpose

The Prison and Probation Service in the UK is responsible for the management of prisons and the supervision of offenders in the community. Their ultimate mission is to protect the public by reducing reoffending and ensuring offenders are safely and securely managed. Their purpose is to support rehabilitation, provide opportunities for offenders to reform, and ensure they are prepared for successful reintegration into society. The service is committed to maintaining safety, security, and effectiveness in the criminal justice system.