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Receptionist - Lancaster (Ref: 5855)

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HM Prison and Probation Service

1mo ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Facilities Management
  • Lancaster

AI generated summary

  • You must greet visitors, manage logistics, handle cash, ensure safety, provide admin support, and maintain confidentiality while addressing enquiries and diffusing potential conflicts.
  • You will greet visitors, manage logistics, handle cash, ensure safety, support administrative tasks, and address inquiries related to the Probation Service and local support services.

Requirements

  • Please refer to Job Description
  • 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:
  • 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 The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive.

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 The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive.

FAQs

What is the job title for this position?

The job title is Receptionist.

Where is this job located?

This position is based at NPS 41 West Road, Lancaster, LA1 4NU.

What are the primary responsibilities of the receptionist?

The primary responsibilities include being the first point of contact for the Probation Service, greeting visitors, managing logistics, handling petty cash, assisting in health and safety, and providing administrative support to the operational teams.

What kind of experience or qualifications are required for this position?

The specific qualifications are not detailed in the job description, but relevant experience in a receptionist or administrative role would be beneficial.

Is there training provided for the health and safety responsibilities?

Yes, the job holder may act as a Fire Warden/First Aider if trained and is expected to support risk assessments.

Are there opportunities for career progression in this role?

While the job description doesn't specify, positions within the Civil Service often offer opportunities for development and progression.

What benefits are associated with this job?

Benefits include access to learning and development, a Civil Service pension with significant employer contributions, annual leave, and public holidays.

How many hours a week is this position?

The job description does not specify the hours, but typical full-time positions in administration are generally around 37-40 hours per week.

Will background checks be conducted on successful candidates?

Yes, successful candidates must undergo a criminal record check and complete baseline personnel security standard checks.

Does this position require working with vulnerable individuals?

Yes, the position involves interacting with individuals on probation and handling sensitive matters, requiring care and discretion.

What types of enquiries will I be expected to handle?

You will handle basic inquiries about the Probation Service and local support services, referring more technical inquiries to an appropriate manager.

Can I apply for this job if I’m not a UK national?

Yes, individuals from the Republic of Ireland, Commonwealth countries, and those with eligibility under the European Union Settlement Scheme can apply, among others.

Who can I contact if I have questions about the application process?

You can contact the SSCL Recruitment Enquiries Team at moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk or call 0345 241 5358.

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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.