Receptionist - East Kent - Ramsgate, Ashford, Canterbury and Folkestone (Ref: 90598)

HM Prison and Probation Service

Sep 17

Applications are closed

Job
Full-time
Entry Level
People, HR & Administration
Facilities Management
Canterbury

Requirements

Job requirements:
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

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 main responsibilities of the Receptionist position?

The Receptionist will be responsible for greeting visitors, answering inquiries, managing logistics for the building, handling petty cash, maintaining health and safety measures, providing administrative support, and managing sensitive information, among other duties.

What are the required working hours for this role?

The core hours for this position include regular unsocial hours, such as evenings and/or weekends, as determined by the business need.

Is experience in handling sensitive information necessary for this role?

Yes, the post holder must adhere to policies regarding the sensitive and confidential nature of the information handled while performing this role.

What kind of training will be provided to the new Receptionist?

Training will be provided to support the Receptionist in offering support and cover during periods of absence for various teams or functions within the operational area.

Is there a requirement for the Receptionist to interact with individuals on probation?

Yes, the Receptionist will be the first point of contact for individuals on probation and visitors, and will need to communicate with them both face-to-face and via telephone or email.

Will the Receptionist need to carry out any health and safety duties?

Yes, the Receptionist must assist in maintaining health and safety aspects of the building, including acting as a key holder, operating physical security, and taking on responsibilities such as Fire Warden/First Aider if trained.

What kind of behavioral skills will be assessed during the selection process?

Candidates will be assessed on their ability to deliver at pace, communicate and influence, manage a quality service, and demonstrate changing and improving behavior.

Are there opportunities for learning and development in this position?

Yes, access to learning and development opportunities is provided to enhance employees' skills.

What is the nationality requirement for applying to this job?

The job is broadly open to UK nationals, nationals from the Republic of Ireland and Commonwealth countries, certain EU nationals, and individuals with valid residency statuses in the UK.

How can applicants get more information about the recruitment process?

Applicants can find more information about the recruitment process, benefits, and general queries by visiting the provided link to the Candidate Information Page.

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.

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