Receptionist(Ref: 5951)

HM Prison and Probation Service

27d ago

Job
Full-time
Entry Level
Government & Politics
People, HR & Administration
Newcastle

AI generated summary

You must be a UK or eligible national, pass security checks, and demonstrate behaviors like delivering at pace and managing a quality service. Flexible work options and development available.
You will greet visitors, manage logistics, handle enquiries, assist with safety protocols, process files, use software for admin support, and maintain security and building issues.

Requirements

This position is based at NMS Victoria House, NE4 7YJ
Person specification
Please Refer To Job Description
Behaviours
We'll assess you against these behaviours during the selection process:
Delivering at Pace
Communicating and Influencing
Changing and Improving
Managing a Quality Service
Access to learning and development
A working environment that supports a range of flexible working options to enhance your work life balance
A working culture which encourages inclusion and diversity
A Civil Service pension with an employer contribution of 28.97%
Annual Leave
Public Holidays
Season Ticket Advance
Security
Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard checks.
Nationality requirements
This Job Is Broadly Open To The Following Groups:
UK nationals
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 (EUSS)
nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

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.
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 is the job title for this position?

The job title is Receptionist (Ref: 5951).

Where is the job located?

This position is based at NMS Victoria House, NE4 7YJ.

What type of role is this?

This is an administrative role based within the Probation Service (PS) Directorate in HMPPS.

What are the core responsibilities of the receptionist?

Core responsibilities include being the first point of contact for visitors, providing administrative support, managing logistics for the building, and ensuring health and safety aspects.

Is the role expected to have regular unsocial hours?

Yes, the core hours include regular unsocial hours (evenings and/or weekends) as determined by business needs.

Will training be provided for this role?

Yes, training will be provided for the job holder to support various teams/functions.

How will the performance of the job holder be assessed?

The job holder will be assessed against specific behaviors such as Delivering at Pace, Communicating and Influencing, and Managing a Quality Service.

What benefits are offered for this position?

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

Are there specific nationality requirements for this role?

Yes, the job is broadly open to UK nationals, Republic of Ireland nationals, Commonwealth country nationals, and certain EU nationals with established rights.

Is a criminal record check required for successful candidates?

Yes, successful candidates must undergo a criminal record check.

What is the contact point for applicants with questions?

Applicants can contact the SSCL Recruitment Enquiries Team via email at moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk or by phone at 0345 241 5358.

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.